Join the Division of Immunology as an Administrative Services Coordinator, where you will play a key role in supporting the success of our fellowship training programs and the division's daily operations. This position offers a unique opportunity to provide vital support to faculty, staff, and fellows, helping to shape the future of Immunology through administrative excellence.
Key Responsibilities:
Fellowship Program Coordination:
Manage daily operations of the fellowship program, including clinical and research schedules.
Coordinate all logistics for fellowship interviews, hiring, licensure, credentialing, and orientation.
Monitor program accreditation, including the completion of ACGME annual reports and five-year review preparations.
Assist Fellowship Directors by maintaining compliance with national fellowship guidelines and requirements.
Track and analyze fellow evaluations, program reviews, and participant data to assess program effectiveness.
Serve as the main contact for the Graduate Medical Education (GME) Office, attending relevant meetings and distributing subspecialty milestones to directors and faculty.
Organize and support committee meetings (e.g., Scholarly Oversight, Clinical Competency, Program Evaluation).
Division Support:
Assist with coordinating clinical and research schedules, assignments, and conferences for the division.
Support the planning and execution of the annual Allergy/Immunology and Rheumatology CME Symposiums.
Provide administrative assistance for fellowship program directors, including organizing meetings and scheduling the annual graduation reception.
Manage communications with external vendors and oversee the divisional display schedule.
Serve as a point of contact for visitors and incoming inquiries related to the fellowship programs.
Human Resources & Financial Management:
Utilize knowledge of HR policies for physician trainees, ensuring adherence to procedures.
Handle purchasing requests for fellows and reconcile monthly p-card transactions.
Strategic Planning & Information Management:
Collaborate with fellowship directors and educational offices on strategic plans and goal implementation.
Maintain and update fellowship program websites and communication channels, ensuring timely dissemination of information.
Communications & Liaison:
Prepare and manage correspondence for the fellowship program and act as a liaison between faculty, staff, public, and national fellowship organizations.
Address inquiries and provide information to applicants and medical institutions regarding program details and policies.
JOB FAMILY TECHNICAL COMPETENCIES:
Knowledge of major responsibilities, accountabilities, and organization of Human Resources (HR) function or department; ability to use and effectively administrate the organization's HR policies, strategies and environment.
Knowledge of major functional processes and associated operation requirements; ability to apply this knowledge appropriately to diverse situations
SUPERVISION RECEIVED
Supervision is received from the Division Coordinator.
Required Qualifications:
A bachelor's degree or an equivalent combination of education and experience.
Six months of related experience.
A commitment to providing exceptional administrative support in a healthcare setting.
Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
Excellent communication and interpersonal skills, with a focus on collaboration.
Experience using Microsoft Office including Word, Excel, Outlook, PowerPoint, and Adobe Acrobat.
Knowledge and application of communication techniques and relationship-building skills that develop the ability to work with a variety of individuals and groups in a constructive and collaborative manner.
Ability to work outside of normal office hours when needed.
Desirable Qualifications:
Experience researching and preparing reports, conducting data entry, and document editing.
Demonstrates a working proficiency and success in organizing and planning tasks, processing detailed information with a high level of accuracy and meeting deadlines.
Demonstrates working proficiency in understanding effective communication. concepts, tools and techniques; ability to effectively transmit, receive and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.
Knowledge of the University of Iowa Health Care policies and procedures.
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 michaela-davis-1@uiowa.edu
