University of Iowa Health Care, department of Internal Medicine is seeking an Administrative Services Coordinator for the Division of Nephrology & Hypertension to provide administrative executive services through the coordination and support of activities for the Division of Nephrology and Hypertension and the Division Director, Department of Internal Medicine. Contribute to the success of the division through the management of faculty activities and strategic planning. Contribute to the success of the fellowship training program in the Division of Nephrology through the coordination and support of all aspects of the operations of the fellowship training program.

KEY AREAS OF RESPONSIBILITY

Operational Support and Management:

• Support the daily administrative activities for the Division of Nephrology and Hypertension, including coordination of specialized and routine events and activities and appropriateness of expenditures.

• Responsibility and oversight for the administrative duties related to the division’s clinical schedule, including division faculty and fellows, Department of Medicine resident rotations in Nephrology and Carver College of Medicine student rotations scheduled in the Division.

• Provide administrative support to Division Director, including, but not limited to managing and organizing schedule, assisting with travel arrangements, developing and distributing correspondences, assisting with grant applications and prioritizing events/meetings.

• Provide administrative support to assigned faculty.

• Monitor required faculty compliances and required attendance and provide basic guidance and advice.

• Assist in the 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 HR and University guidelines and rules are being followed.

• Assist in the onboarding of new faculty members, including scheduling new faculty for appropriate training and orientation sessions. 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 (faculty incentive payments).

• Prepare financial reimbursements, monitor accounts, and reconcile university P-cards including honorariums and payment of recruitment expenses.

• Track spending accounts.

• Other duties as assigned.

Human Resources (HR):

• Monitor faculty mandatory compliances, required attendance, and provide basic guidance and advice.

• Serve as ELMS approver for division support staff.

• Provide functional supervision over assigned support staff. Assign work duties and follow-up on completion. Determine training requirements and coordinate monthly support meetings and activities.

Financial Responsibility:

• Initiate purchasing requests for supplies and equipment.

• Assist in the preparation of required periodic and/or special reports, including monthly incentive payments.

• Prepare financial reimbursements, monitor accounts, and reconcile university P-cards.

Strategic Planning:

• Assist with the development of social media strategies.

Information Management:

• Serve as primary contact for the Nephrology and Hypertension Division and respond to requests as needed.

• Serve as EPIC liaison for the division and UIHC.

Communications Management:

• Serve as liaison to faculty, staff, students, alumni, and the public.

Fellowship/ Education Management:

• Assist the fellowship program director in the management of program needs, including, but not limited to curriculum development, scheduling, educational programs, creation/implementation of policies, recruitment activities, and maintenance of accreditation.

• Provide support to program director and fellows as needed.

• Coordinate all aspects and logistics for the fellowship interviews, subsequent hire, licensure, credentialing, compliances, and orientation.

• Monitor fellow compliances, schedules, and attendance.
• Electronically distribute monthly evaluations.
• Coordinate fellows’ orientation
• Coordinate fellow’s farewell event
• Coordinate fellows’ welcome event
• Create/Maintain M3 lecture facilitator schedules

SUPERVISION RECEIVED

Supervision is received from the Division Administrator.

SUPERVISION EXERCISED

Functional and administrative supervision may be exercised over support staff.