Admin Services Coordinator-IR Radiology

Provide executive level administrative support for the Interventional Radiology Division in the Department of Radiology.
In support of the IR Division Director, provide complex administrative and financial assistance requiring recurring contact with deans, directors, department heads, upper-level executives, and public and private officials.
This position requires a high level of independent thinking and judgement and is responsible for effective department wide communication and assisting in department initiatives.
Serve as liaison for the Interventional Radiology Independent and integrated residency programs at UIHC.
Program Specialists are central to the Graduate Medical Education (GME) system.
They are the primary liaison between residents/fellows, the central GME Office, the PD and external entities.
Characteristic Duties and Responsibilities: Maintain effective working relationships with and serve as a primary contact for Radiology Faculty.
Provide faculty administrative support as needed.
Perform and coordinate administrative and fiscal duties related to all aspects of the educational programs, including compliance with UIHC and national guidelines (e.
g.
ABR, ACGME).
Make decisions and exercise a high level of autonomy while performing administrative/program support and management.
Manage complex schedules for Department Director and high-level administrators, requiring judgment in determining meeting needs, discretion related to calendar activities, prioritization of appointments and synthesizing multiple electronic calendar systems.
Schedule appointments and meetings; review calendar in advance to identify conflicts, rescheduling as necessary; Coordinate internal and external meetings; locate and schedule conference rooms; send out meeting planners and reminders.
Reconcile monthly P-card statements in compliance with Accounts Payable office guidelines.
Initiate internal purchasing requests and supply orders.
Attend monthly academic program coordinator meetings.
Maintain records of all expenditures from Program accounts and assign appropriate MFKs.
Order appropriate educational materials.
Track resident presentations and coordinate Lectureships.
Liaison with program coordinators in department, UIHC, and outside affiliates.
Advise potential applicants on eligibility requirements, application, interview process.
Manage applications and schedule interviews, assist with other group interview days.
Manage virtual engagement of applicants, interviewees, and future fellows.
Upgrade and manage webpages, curate websites, videos, and virtual tours to engage and inform applicants and interviewees.
Manage the visa and credentialing process with UI Immigration, GME Office, and CSO Office.
Organize communication flow and onboarding of fellows/residents, working closely with Radiology Human Resources staff.
Follow general policies and procedures in accordance with the regulations of the University of Iowa, Carver College of Medicine, and the Department of Radiology.
Request contracts: New/modifications/extensions/promotions/terminations for trainees.
Advise IMG fellows in necessary documentation of American Board of Radiology 4-year alternate pathway.
Consult and explain policies to current and prospective fellows and prospective.
Develop and maintain accurate records on pathway progress.
Develop and maintain program materials such as travel policies, evaluation plan, and program descriptions.
Manage required examinations for residents including scheduling, assigning, and following up with completion of exams.
Compile reports for evaluations and trouble-shoot issues as they occur.
Manage adherence to evaluation completion requirements, following up with faculty and house staff to assure completion of forms.
Monitor adherence to work hour requirements, following up with faculty and house staff to assure completion of work hour submission on MedHub.
Monitor adherence to compliance requirements, including but not limited to ACLS, BLS, and preliminary training requirements, following up with house staff to assure completion of requirements and forms.
Maintain and renew all departmental faculty licensures required to practice.
Ensure adherence to departmental and University travel guidelines.
Make travel arrangements for faculty, residents, fellows and staff in department, including hotel reservations, conference registrations, airfare, coordinating, planning, and interpreting policies and motor pool requisitions.
Secure room reservations for meetings and conferences.
Manage conference and shared room schedules.
Assist faculty with coordinating meetings as requested.
Provide administrative support for administrative and faculty meetings.
Complete and distribute meeting agendas and minutes.
Evaluate request and exercise discretion and judgement in providing confidential information to appropriate parties.
Collects and compiles information for reports and various communications, requiring informational searches and a knowledge of the operations of both the assigned and related work areas.
Work with data to design specialized reports, spreadsheets, and presentations in response to multiple requests; create, maintain, and update records and information and databases related to various department activities.
Pay Grade: 2B Pay Structure B: https://hr.
uiowa.
edu/pay/pay-plans/professional-and-scientific-pay-structure-b Benefits Highlights: Regular salaried position located in Iowa City, Iowa Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans For more information about Why Iowa?, click here Required Qualifications: Bachelor’s degree in Business Administration or related field, or an equivalent combination of education and experience One to three years of related administrative support and program management experience.
Experience with continual process and quality improvement.
Experience in managing multiple tasks simultaneously.
Excellent written, oral, and interpersonal communication skills.
Demonstrated ability to interact positively with a diverse population.
Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook).
Working knowledge of web-based tools; databases, internet searches.
Demonstrated experience in providing superior customer service in an academic environment.
Demonstrated exceptional attention to detail, planning, and follow-up skills.
Demonstrated independent thinking skills to develop alternative solutions and solve problems.
Ability to initiate and take independent action while working as part of a team.
Desirable Qualifications: Experience with event coordination.
Prior experience in educational programs, especially those in the medical sciences.
Experience in training and documenting work processes.
Specific experience with Excel, ICON, & Qualtrics.
Knowledge of University of Iowa policies, procedures, and regulations.
Possess knowledge of the Institutional and Program Requirements for the Accreditation Council for Graduate Medical Education, American Board Radiology, and program specific requirements, such as NRMP and ACGME recruitment procedures and requirements.
Familiarity with UIRIS and Cayuse.
Working knowledge of Radiology.
Working knowledge of UI Procurement Services.
Application Process: In order to be considered, applicants must upload Resume and Cover Letter (under submission relevant materials) that clearly address how they meet the listed required and desired qualifications of this position.
Job openings are posted for a minimum of 14 calendar days.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.
For additional questions or concerns, please reach out to Ashley Fitzpatrick at ashley-fitzpatrick@uiowa.
edu