Admin Services Coordinator - Infectious Diseases

BASIC FUNCTION

Contribute to the success of the Division of Infectious Diseases by providing administrative services through the coordination and support of operations. Key areas of responsibility include operational, information, and communication management, Human Resources, Financial, and Strategic Planning

KEY AREAS OF RESPONSIBILITY

Operational Support and Management:

• Support the daily administrative activities for the Division of Infectious Diseases, including coordination of specialized and routine events and activities and appropriateness of expenditures.
• Accountability for the administrative duties related to the division’s clinical schedule, including division faculty, fellows, Department of Medicine resident rotations in Infectious Diseases and Carver College of Medicine student rotations scheduled in the Division.
• Provide administrative support to Division Director and Division Administrator, including, but not limited to managing and organizing schedule, assisting with travel arrangements, developing and distributing correspondences and prioritizing events/meetings.
• Monitor required faculty compliances, required attendance and provide basic guidance and advice.
• Responsible for facilitating recruitment of new divisional faculty which includes coordination/ preparation of agenda and travel arrangements.  Serve as point of contact to recruits and applicants.  Work with departmental faculty HR to ensure guidelines and rules are being followed.
• Responsible for the coordination of onboarding of new faculty members.  Coordinate schedules to ensure new faculty are receiving the appropriate training and tools necessary to be successful.  Work with Division Administrator to identify office space and assignment of secretarial support staff.
• Initiate purchasing requests for the division.
• Assist in the preparation of required periodic and/or special reports.
• Prepare financial reimbursements and reconcile university P-cards including honorariums and payment of recruitment expenses.
• Coordinate divisional meetings, external events (retreats, team-building exercises, etc.) and conferences under the direction of the division director and division administrator, which includes gathering of data, assisting in preparing of agenda, taking minutes where appropriate and assuring details are accurate.
• Serves as a liaison between patients, faculty, staff, division, department administration (internal medicine and others) the Carver College of Medicine, the Iowa Department of Public Health, the Accreditation Council for Graduate Medical Education (ACGME), and the Graduate Medical Education (GME) offices.
• Assist with planning, developing, coordinating and implementing short- and long-range goals as outlined in the strategic plan for the project, program, unit, department or college/division.
• Assist with assuring compliance with various policies or procedures (e.g., Safety, Human Resources and Purchasing).
• Other duties as assigned.

Human Resources (HR):

• Monitor faculty mandatory compliances, required attendance and provide basic guidance and advice.
• Serve as a primary bi-weekly ELMS approver for support staff and assist division administrator in responding to faculty on appropriate codes to use.  Monitor ELMS accounts for faculty members.  Communicate with employees on discrepancies and resolve as necessary
• Work with Division Director/Administrator to approve faculty leave and schedule change requests in department scheduling database.
• May provide functional and/or administrative supervision of staff within the division. Provide direction, assignments, feedback, coaching and counseling to assure outcomes are achieved. Observe individual performance, provide fair and objective feedback, and identify opportunities to enhance performance if needed.
• Perform annual performance appraisals, with solicitation of Division Director, Division Administrator and faculty input and feedback, for clerical divisional support staff.
• Maintain effective working relationships with faculty, staff, students, and the public.
• May initiate, review, edit and approve routine HR transactions at the department/unit level.
• May exercise knowledge of HR policies and procedures; may provide basic guidance and advice at the direction of organizational Human Resources.

Financial Responsibility:

• Initiate purchasing requests for supplies and equipment.
• Prepare financial reimbursements and reconcile university P-cards.
• Monitor divisional accounts and fellowship expenditures.
• Ensure expenditures are accurately applied to each account.  Assist with monitoring account balances to ensure sufficient funding, reconcile statements and review General Ledger on a weekly basis for foundation, and faculty accounts.  Contact department accounting office when discrepancies or insufficient funds arise.  Advise management on budgetary needs or discrepancies.
• Assist with monitoring office and supply budgets, identify variances, including causes and explanations.  Initiate purchasing requests for supplies and equipment.
• Maintain knowledge, understanding, and management of the divisional expenses to meet divisional fiscal year expense budgets. 

Strategic Planning:

• Assist in the coordination/preparation of strategic plans in support of the Dean, Director, DEO or VP.

Information Management:

• Serve as primary contact for the Infectious Diseases Division and respond to requests as needed.
• Serve as EPIC liaison for the division and UIHC.
• Research information to facilitate communication process.
• Assist with reviewing, resolving and responding to requests for information, data, services, complaints, etc.

Communications Management:

• Serve as liaison to faculty, staff, students, alumni and the public.
• May develop and coordinate internal and external communications.

SUPERVISION RECEIVED

Supervision is received from the Division Administrator. 

SUPERVISION EXERCISED

Functional and administrative supervision is exercised over support staff.