Administrative Services Coordinator - Pediatric Endocrine

The UI Stead Family Department of Pediatrics is seeking an Administrative Services Coordinator with 100 % effort. Under general supervision, performs administrative work such as composing correspondence, compiling specialized reports, coordinating activities, and obtaining and providing factual information requiring interpretation of the policies and procedures of both the assigned and related work areas.  Duties involve the use of personal computers, computer terminals, and a variety of software and/or conventional office equipment. May provide administrative supervision of students and medical trainees.

The function of this position is to provide administrative support for the Division of Endocrinology including the Division Director of Endocrinology, Vice Chair of Faculty Development, and other assigned faculty and to serve as Pediatric Endocrinology Fellowship Program Coordinator.

Duties to include:

Administration:

1.    Organize email distribution lists of clinical faculty for Vice Chair of Faculty Development; distribute messages as directed.

2.    Manage meeting calendars of Division Director, Clinical Director, Vice-Chair for Faculty Development, and other assigned division faculty.

3.    Document appointments to include contact persons and telephone numbers, room assignments for meetings; document clinic schedules and grant deadlines to assist faculty in time management.

4.    Direct calls for Vice Chair of Faculty Development related matters to appropriate administrative personnel.

5.    Disseminate and record information accurately (names and numbers), summarize the issue, and determine the availability of the caller for response. Distribute messages promptly and appropriately.

6.    Initiate appropriate action by paging or medical record messaging faculty for urgent needs, seeking guidance for response as needed, request or retrieve medical information for patient complaints as appropriate.

7.    Transcribe faculty career reviews and other various administrative letters for Division Director and Vice Chair of Faculty Development.  Transcribe various items for other assigned division faculty as needed. 

8.    Gather and collect data from Departmental and University resources on behalf of the Division Director and Vice Chair of Faculty Development.  Organize data for digital presentation to audiences as requested.        

9.    Edit text for grammar and punctuation; complete spelling proofreading prior to giving to faculty and prepare text formatting in compliance with requirements.

10. Oversee on-call schedule for division physicians. Enter schedule into Epic Teamwork and Smart Web and distribute information to appropriate staff.

11. Enter absences into ELMS for assigned faculty. Review timecard for assigned faculty at the end of each pay period to confirm all absences have been appropriately entered.

12. Assist with the maintenance of On Call/Clinic Change forms to ensure the requests for clinic cancellations, re-openings, reductions, and additions are communicated with centralized scheduling.

13. Solicit division members for agenda topics for discussion at monthly division meeting; create and distribute agenda, take meeting minutes, transcribe minutes, and distribute to division members and special attendees.