Admin Services Coordinator-Family Medicine Education Programs

The Department of Family Medicine at the University of Iowa Health Care is seeking an Administrative Services Coordinator whom under the direct supervision of the Residency Program Coordinator and in collaboration with other program coordinators, will provide high level administrative support to the Department of Family Medicine Education programs. To include, composing correspondence, compiling reports, coordinating activities, maintaining files, and performing other duties as required to maintain the proper functioning of the Education Programs. This position requires a high level of independent thinking, judgment, and the ability to prioritize. 

Duties to include:

• Maintain effective working relationships with and serve as contact to Department members, faculty, staff, students, donors, and the public.
• Evaluate requests and exercise discretion and respectful judgment in providing confidential information to appropriate parties.
• Obtain and synthesize data, prepare agendas, and manage program details, coordinate meetings, monthly forums, teleconferences, videoconferences, and special events.
• Assist Program Coordinators with coordinating, scheduling, and executing various education activities throughout the year.
• Coordinate daily administrative activities related to education program management, including but not limited to, entering conference attendance, posting didactic lectures, and meetings, initiating program evaluations, and running compliance reports.
• Coordinate and manage the residency program lunches on a scheduled basis.
• Assist MedHub Administrators of Residency Programs by managing schedules, portfolios, conference presentations, evaluations, education documents, policy manuals, certifications, and licenses. Extract and prepare data as requested on a regular basis requiring attention to detail and accuracy in reporting measures.
• Manage complex clinical schedules for Education programs, requiring judgment in determining meeting needs, discretion related to calendar activities, prioritization of appointments and synthesizing multiple electronic calendar systems; manage itineraries, travel arrangements, conferences, and curriculum meetings.
• Participate in Resident Recruitment to include coordination of correspondence, schedules, travel arrangements and promotional material for residency applicants during recruitment.
• Obtain, tabulate, and analyze data to prepare periodic reports and electronic surveys as needed for all education programs.
• Support the daily operations of the Education Programs and assist as needed with a large variety of projects and activities as they arise.
• Serve as a member of the Department of Family Medicine administrative support team and provide backup coverage to other members during absences.
• Initiate purchasing requests for supplies and equipment, monitor expenses, and reconcile financial statements for programs and events.

For a full job description, please send an e-mail to the contact listed below.

Required Qualifications:

• Bachelor’s degree in Business Administration or related field, or an equivalent combination of education and experience.
• Minimum 6 months- 1-year administrative support experience.
• Ability to anticipate needs, problems and potential issues and use judgment, foresight, and problem-solving skills to troubleshoot, recommend and implement solutions.
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