Fellowship Program Coordinator - Immunology

Position Overview:
Join the Division of Immunology as an Administrative Services Coordinator, where you will play a key role in supporting the success of our fellowship training programs and the division's daily operations. This position offers a unique opportunity to provide vital support to faculty, staff, and fellows, helping to shape the future of Immunology through administrative excellence.

Key Responsibilities:

Fellowship Program Coordination:

• Manage daily operations of the fellowship program, including clinical and research schedules.

• Coordinate all logistics for fellowship interviews, hiring, licensure, credentialing, and orientation.

• Monitor program accreditation, including the completion of ACGME annual reports and five-year review preparations.

• Assist Fellowship Directors by maintaining compliance with national fellowship guidelines and requirements.

• Track and analyze fellow evaluations, program reviews, and participant data to assess program effectiveness.

• Serve as the main contact for the Graduate Medical Education (GME) Office, attending relevant meetings and distributing subspecialty milestones to directors and faculty.

• Organize and support committee meetings (e.g., Scholarly Oversight, Clinical Competency, Program Evaluation).

Division Support:

• Assist with coordinating clinical and research schedules, assignments, and conferences for the division.

• Support the planning and execution of the annual Allergy/Immunology and Rheumatology CME Symposiums.

• Provide administrative assistance for fellowship program directors, including organizing meetings and scheduling the annual graduation reception.

• Manage communications with external vendors and oversee the divisional display schedule.

• Serve as a point of contact for visitors and incoming inquiries related to the fellowship programs.

Human Resources & Financial Management:

• Utilize knowledge of HR policies for physician trainees, ensuring adherence to procedures.

• Handle purchasing requests for fellows and reconcile monthly p-card transactions.

Strategic Planning & Information Management:

• Collaborate with fellowship directors and educational offices on strategic plans and goal implementation.

• Maintain and update fellowship program websites and communication channels, ensuring timely dissemination of information.

Communications & Liaison:

• Prepare and manage correspondence for the fellowship program and act as a liaison between faculty, staff, public, and national fellowship organizations.

• Address inquiries and provide information to applicants and medical institutions regarding program details and policies.

JOB FAMILY TECHNICAL COMPETENCIES:

• Knowledge of major responsibilities, accountabilities, and organization of Human Resources (HR) function or department; ability to use and effectively administrate the organization's HR policies, strategies and environment.
• Knowledge of major functional processes and associated operation requirements; ability to apply this knowledge appropriately to diverse situations

SUPERVISION RECEIVED

Supervision is received from the Division Coordinator.

Required Qualifications:

• A bachelor's degree or an equivalent combination of education and experience.
• Six months of related experience.
• A commitment to providing exceptional administrative support in a healthcare setting.
• Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
• Excellent communication and interpersonal skills, with a focus on collaboration.
• Experience using Microsoft Office including Word, Excel, Outlook, PowerPoint, and Adobe Acrobat.
• Knowledge and application of communication techniques and relationship-building skills that develop the ability to work with a variety of individuals and groups in a constructive and collaborative manner.
• Ability to work outside of normal office hours when needed.

Desirable Qualifications:

• Experience researching and preparing reports, conducting data entry, and document editing.
• Demonstrates a working proficiency and success in organizing and planning tasks, processing detailed information with a high level of accuracy and meeting deadlines.
• Demonstrates working proficiency in understanding effective communication. concepts, tools and techniques; ability to effectively transmit, receive and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.
• Knowledge of the University of Iowa Health Care policies and procedures.

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 michaela-davis-1@uiowa.edu

• Classification Title: Admin Services Coordinator
• Appointment Type: Professional and Scientific
• Schedule: Full-time

• Pay Level: 2B

• Organization: Healthcare
• Contact Name: Michaela Davis
• Contact Email: michaela-davis-1@uiowa.edu