Admin Services Coordinator - General Pediatrics

Support the functions and daily operations of the Division Directors and Division Coordinator in the division of, General 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, project, or program including coordination specialized events and activities, reviewing appropriateness of expenditures, and adhering to changes in policies and procedures.  

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

• Support the division directors and division coordinator in planning, developing, coordinating, and implementing short and long range goals 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 travel, and 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, procedures, and UI Health Care patient care requirements. 

• Assist with the coordination of program meetings and conferences under the direction of the program directors, which includes the gathering of data, assisting in preparing of agenda, taking minutes where appropriate and assuring 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 the program directors and medical directors.   

• Coordinate and maintain scheduling for Grand Rounds.  

• Create and maintain inpatient and outpatient division schedules on the SharePoint.  (i.e., faculty schedule, medical student schedule, lecture schedules, clinical calendars). 

• Assist the division directors, division coordinator, and medical directors with specific program related initiatives (telemedicine, resident continuity care, collaboration with community multi-disciplinary teams, etc) 

• Support division operational and programmatic functions at the direction of the division coordinator.   

Human Resources (HR): 

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