Admin Services Coordinator General Pediatrics

Support the functions and daily operations of the Division Directors and Division Coordinator in the divisionofGeneral Pediatrics and Adolescent Medicine and the division of Pediatric Hospital Medicine. Contribute to the success of the divisions by providing administrative services through the coordination and support of planning directing and evaluating operations. Coordinate divisional activities and events. Gather and provide information as requested for the department and college.

Position Responsibilities

Operational Support & Management

• Support the daily operations of an office projector program includingcoordinationspecialized events and activitiesreviewingappropriateness of expenditures andadhering tochanges in policies and procedures.

• Coordinate and/or administer the operational and/or financial activities associated with thedivisions. Monitor status of projects.

• Support the division directorsand division coordinatorin planning developing coordinatingand implementingshort and long rangegoals as outlined in the strategic plan for the divisions.

• Provide requested administrative assistance for the General Pediatrics Residency Program which may include recruitment and accreditation requirements data tracking and submission to the Residency Coordinator(s) with specific attention to deadlines. Assist with coordination and tracking of educational activities for the pediatrics residency program.

• Assist with faculty and resident recruitment including coordinating visits arranging traveland planning itineraries.

• Use Epic and Epic reporting functions to support the data needs of the clinical operations and optimization.

• Assist with the tracking and collection of relevant information as requested by the division or department for divisional or individual productivity metrics.

• Assist with assuring divisional compliance with policies proceduresand UI HealthCare patient care requirements.

• Assist with the coordination ofprogram meetings and conferences under the direction of theprogram directorswhich includes the gathering of data assisting in preparing of agenda taking minutes where appropriate andassuring details are accurate.

• Plan and arrange for appropriate facilities and services in conjunction with divisional activities and events.

• Responsible for the coordination of job shadowing opportunities for the division.

• Prepare faculty call schedule with the direction of theprogram directorsand medical directors.

• Coordinate and maintain scheduling for Grand Rounds.

• Create and maintain inpatient andoutpatientdivision schedules onthe SharePoint. (i.e. faculty schedule medical student schedule lecture schedules clinical calendars).

• Assist the division directorsdivisioncoordinator and medical directors with specific program related initiatives (telemedicine resident continuity care collaboration with community multi-disciplinary teamsetc)

• Supportdivision operational and programmatic functionsatthe direction of thedivisioncoordinator.

Human Resources (HR):

• Exercise knowledge of HR policies and procedures; may provide basic guidance and advice to division director and others in the division.

• May provide functional supervision ofdivisionaladministrative support staff. Provide direction assignments feedback coaching and counseling toassureoutcomes are achieved. Observe individual performance provide fair and objective feedback and identify opportunities to enhance performance if needed.

• Responsible for the bi-weekly ELMS editing of divisional timecards.

• Maintain effective working relationships with faculty staff students and the public.

Financial Responsibility:

• Analyze program data develop reports and oversee activities. Monitors specific divisional accounts/expenditures; reconcile statements. Advise management on budgetary needs or discrepancies.

• Maintain knowledge understanding and management of the divisional expenses to meet divisional fiscal year expense budgets.

• Analyze monitorand report financial data informationand reports.

• Monitor trackand reconcile divisionalexpenditures related to facultyacademic expenses.

• May reconciledivisionsP-card.

• Understand business need/justification for the use of any UI funds and applies sound judgement.

• Assist with planning and ordering capital equipment requests.

Strategic Planning:

• Assist in the coordination/preparation of strategic plans for the divisions. Monitor strategic plansand make recommendations for change if the plan is not being met or if the strategic direction has changed. Establish timelines remind contributorsof their assigned effortsandproof and edit the divisionsstrategic plan.

• Responsible for community benefit reporting and data collection.

• Assist in the preparation of periodic and special reportsofeachdivisionsactivities.

• Assist the divisiondirectorsdivisioncoordinator and medical directors with patient access opportunities within the General Pediatric outpatient clinic sites.

Information Management:

• Collect analyze maintainand provide information on various divisional activities. This information relates to scheduling activitieseducationalprogramsand faculty promotions.

• Research information as needed to facilitate communication process.

• Troubleshoot computer and device issues in cooperation with HCIS.

• Gather and provide information using available resources.

Communications Management:

• Monitor the information on organizational websites pertaining to the divisions; provide updates and current information as needed.

• Coordinate internal and external communications in conjunction withdivisional oradministrative leadership.

• May serve as liaison to faculty staff students within the divisionsto communicate the interpretation of departmental andUIpolicies proceduresand programs.

• Serve as primary contact for division maintenance and facilities management.