Title: Admin Services Coordinator
Location: Iowa City United States
Job Description:
Description
The Carver College of Medicine is seeking an Administrative Services Coordinator, in the Dean's Office, to provide administrative support for the Executive Director of the University of Iowa Physicians (UIP) and the Assistant Vice President for Finance. Frequent contact with collegiate leadership, various outside entities, as well as Carver College of Medicine (CCOM) faculty, staff and students. Serve as a member of the Carver College of Medicine Dean's Office administrative team, demonstrating excellent interpersonal skills and ability to interact with internal and external constituents while facilitating a positive atmosphere. Ability to access data and obtain and provide information requiring knowledge of UI Health Care, the University of Iowa and CCOM operations. Exercise independent judgment and recognize the need for a high level of confidentiality. Responsible for managing multiple, often conflicting meetings and obligations. Accuracy, comprehensive and proactive management, and timeliness are critical. This position is eligible for a hybrid work structure within Iowa with the majority of work taking place on the University of Iowa campus with one day a week remote.
Percent Time: 100%
Primary duties to include:
Operational Support and Management
Track and document deficiency and compliance reporting of all providers weekly. Report results to OPPE every six months. Follow-up with the department administrator or chair to request action plan(s) for faculty with repeated delinquencies.
Track physician clinic cancellation reporting for all providers. Compile report to OPPE every six months.
Obtain signature for faculty employment agreements and forward in workflow.
Maintain a catalog of department compensation plans, their review cycle, and their latest action and approval.
Support ARNP student placement match meeting and correspondence.
Verify data and generate letters for population health faculty incentives each quarter.
Create insurance certificates for new providers credentialed through the Clinical Staff Office (CSO).
Create UIP approved billing privilege letters for new providers twice a month.
Maintain, update, and manage the database that contains all providers (faculty and APPs) who receive malpractice coverage.
Respond to requests from outside credentialing entities, CCOM departments, and former and present UIP physicians/APPs regarding malpractice coverage information and claims history requests.
Compile Professional Liability Expense Report for UIP and UIHC. Track tort claims, lawsuits and candor cases, attorney fees and detailed settlement payments by fiscal year. On a quarterly basis, provide total attorney fees and legal expenses for closed cases to be split between UIP and UIHC.
Coordinate the annual Iowa Medical Mutual Insurance Company (IMMIC) Board of Directors and Members meetings. Assist in providing requested materials from third party auditors for the annual IMMIC audit.
Prepare all IMMIC documents, filings, and requirements throughout the year.
Schedule and maintain multiple complex calendars. Exercise judgment in prioritizing appointments, determining meeting needs and maintenance of calendar activities.
Coordinate meetings, conferences and events. Prepare agendas, assemble materials, take minutes and provide administrative support during meetings and activities. UIP examples include the annual UIP Clinical Awards Recognition event, and offsite retreats and events for various UIP subgroups. Finance examples include quarterly department finance review meetings and annual department budget meetings and monthly Clinical Administrator's Meeting (CAM).
Assist with venue contracts, program preparation, catering and event reconciliation.
Serve as a member of the Dean's suite administrative support team and provide backup coverage to other members during absences.
Prepare presentation materials and documents in MS PowerPoint and Word.
Assist with onboarding of fellows and graduate assistants.
May initiate HR transactions at the request of others at the department/unit level.
May work with organizational Human Resources to ensure guidelines and rules are followed and to disseminate information.
Coordinate travel planning and reimbursement, including flight arrangements, hotel reservations, car rental, and meeting registrations.
Complete monthly pcard reconciliation.
Prepare, pay, and reconcile invoices for services, supplies and equipment as assigned. Budget for and monitor account expenditures; reconcile monthly statements.
Prepare deposits. Reconcile deposits at end of month.
Process monthly WebCV for background checks.
Prepare and submit funds transfer requests from the UI Center for Advancement.
Prepare monthly legal invoices for two legal firms. Record the information in attorney fees spreadsheet and in the Professional Liability Expenses Report (PLER). Prepare additional invoices for expert witness and legal settlements.
Establish, maintain and review workflow transactions for Med Admin/VPMA AP/PO.
Assist with budget preparation as requested.
Strategic Planning
May assist in the coordination of strategic plans in support of the UIP and finance. Proofread and edit related documentation.
Information Management
Responsible for maintaining intranet website.
Update UIP Members and Participants distribution lists.
Communications Management
Develop and maintain effective working relationships with faculty, staff, students, vendors, donors and constituents on and off campus. Point person for various accounts for vendors/services used by the dean's office.
Serve as the UIP point person for customer service to faculty and their support by phone and in person. Update UIP Members and Participation distribution lists monthly.
Answer department questions regarding faculty appointments, workflow, and financial processes and timelines.
Risk management liaison with UIP faculty, department administrators, central administration, outside legal counsel, third party auditor, Iowa Attorney General's Office, and other pubic and private agencies.
Daily communication with executives and upper-level management requiring professionalism and highest degree of confidentiality.
Respond to inquiries from individuals and departments for historic information.
Prepare and send weekly UICC Leadership Rounding information emails.
Handle phone calls, greet and direct faculty, staff and other visitors to the department.
Review and process mail, inquiries and correspondence.
Draft and proofread correspondence and other documents. Prepare the final version of correspondence and other documents, including the appropriate formatting for each.
EDUCATIONAL REQUIREMENTS:
A bachelor's degree or an equivalent combination of education and experience is required.
REQUIRED QUALIFICATIONS:
Minimum 6 months related administrative experience in an office setting.
Excellent customer service, public contact and verbal communication skills.
Ability to work independently and effectively with a team and all levels of the organization.
Demonstrate careful attention to detail and accuracy, ability to handle multiple tasks, proactively establish priorities and meet deadlines.
Demonstrate proficiency in computer software applications, including Microsoft Word, Outlook, Excel, Teams and PowerPoint.
Ability to compose communications and grammatically correct documents in a concise, logical and organized manner.
Assist with event setups and escort visitors to various offices on campus.
Requires attendance at some meetings and events outside of normal working hours.
DESIRABLE QUALIFICATIONS:
Two or more years of demonstrated experience working with confidential projects using discretion and independent judgment is highly desirable.
Experience using SharePoint, Qualtrics or website design software is desirable.
Knowledge of University of Iowa policies, procedures and regulations is desirable. Including travel policies and procedures is desirable.
Position and Application details:
In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission:
Resume
Cover Letter
Job openings are posted for a minimum of 14 calendar days and may be removed from posting and filled any time after the original posting period has ended.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. Up to 5 professional references will be requested at a later step in the recruitment process.
For additional questions, please contact stacy-pruter@uiowa.edu
Hybrid within Iowa: This position is eligible for hybrid work within Iowa and will require a work arrangement form to be completed upon the start of your employment. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program and related policies and employee travel policy when working at a remote location.
Additional Information
Classification Title: Admin Services Coordinator
Appointment Type: Professional and Scientific
Schedule: Full-time
Work Modality Options: Hybrid within Iowa
Compensation
Pay Level: 2B
Contact Information
Organization: Healthcare
Contact Name: STACY PRUTER
Contact Email: stacy-pruter@uiowa.edu
