What are the responsibilities and job description for the Admin Services Coordinator position at Jobs@UIOWA?
The Statewide Residency Training Program is seeking an Administrative Services Coordinator to contribute to the success of a project, program, unit, department, or college/division by providing administrative services through the coordination and support of operations and/or lead the organization by planning, directing, and evaluating operations. Provide administrative support and coordination to the Iowa Health Professions Tracking Center: Physician, Physician Assistant and Advanced Registered Nurse Practitioner database manager and programs. Key areas of responsibilities include conducting data collection activities, performing data entry, analyzing, and summarizing data, preparing reports, project management, and student supervision.
Percent Time: 100%
Duties to include:
Operational Support and Management:
Review and answer routine inquiries regarding the Iowa Health Professions Tracking Center and provides information regarding policies and procedures.
Maintain appropriate files (electronic and paper) for Physician, Physician Assistant and Advanced Practice Nurse Tracking Systems and other documentation.
Participate as an OSCEP team member contributing to a professional and positive team environment and communicates with a wide variety of staff both internal and external to the University of Iowa Health Care.
Support the daily operations of an office, project or program, including coordination of specialized events and activities, appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures.
May require advanced knowledge and expertise in specific office, project, or program to provide administrative/ operational support and management.
Human Resources (HR):
Train, assign and assist the evaluation of student support staff member(s).
May exercise knowledge of HR policies and procedures and provide basic guidance and advice.
May provide functional and/or administrative supervision for students/temporary staff.
Financial Responsibility:
Initiate purchasing requests for supplies and equipment.
Monitor accounts/expenditures; reconcile statements.
Strategic Planning:
May assist in the coordination/preparation of strategic plans in support of the Dean, Director, DEO or VP. Establish timelines, remind contributors, proof, and edit.
Information Management:
Initiates data collection activities by locating and making routine calls to physicians, physician assistants, advanced registered nurse practitioners and employers of health professionals practicing in Iowa; verifies and collects statistical and anecdotal information; codes data; and data entry.
Provide technical or application support to internal database users. Serve as a resource to department staff to ensure compliance with policy.
Coordinate the collection and the reporting of data for special projects (i.e., Iowa PCO project and First Five) with Iowa Department of Health and Human Services.
Coordinate and support update to the Center's documents, publications, and graphics (Word, PowerPoint based).
Typically is the primary contact for the project, program, unit, department, or college/division by providing information and responding to inquiries. Gather and provide information using available resources.
Communications Management:
Serves as liaison and maintains relationships with hospitals, clinics, health care professionals, staff and public regarding the Iowa Health Professions Tracking Center.
Serves as a member of internal committees as directed, including Operations Committee, IT Development Committee, Tracking Center Team Committee. Prepare agendas, handouts, meeting minutes. Provide data and information for presentations.
Collect, tabulate, analyze and report data for periodic, annual and custom reports including data for annual Health Professions Advisory Committee meetings.
Prepare and administer correspondence. Serve as liaison to faculty, staff, students, alumni and public concerning inquiries, or complaints requiring interpretation of policies, procedures and programs.
Education Required
A bachelor’s degree or an equivalent combination of education and experience is required.
Required Qualifications:
Excellent written and verbal communication skills are required.
Six months of related year experience in administrative support in an office setting is required.
Advanced abilities with Microsoft Office 2010 applications (e.g., Word, Excel, Outlook, PowerPoint) is required.
Strong organizational skills including the ability to manage multiple projects and adhere to deadlines is required.
Experience working in a position requiring a high level of customer service is required.
Analytical and problem-solving skills are required.
Experience with data collection, database management, and reporting processes is required.
Desired Qualifications:
Knowledge of University of Iowa policies and procedures is desirable.
Knowledge of the physician training process is desirable.
Prior supervisory experience is desirable.
Benefits Highlights: Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans.
Position and Application details:
In order to be considered for an interview, applicants must upload the following documents and mark them as a “Relevant File” to the submission:
· Resume
· Cover Letter
Job openings are posted for a minimum of 14 calendar days and may be removed from posting and filled any time after the original posting period has ended.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. Up to 5 professional references will be requested at a later step in the recruitment process.
For additional questions, please contact stacy-pruter@uiowa.edu
