The Department of Urology at Iowa Healthcare seeks a dynamic and detail-oriented Administrative Services Coordinator to oversee the daily operations of the Urology medical student clerkship program and provide administrative support to Urology faculty and Department. As the cornerstone of our clerkship program, you will collaborate with institutional and external stakeholders, ensuring a seamless and enriching experience for our medical students. This position requires exceptional attention to detail, discretion, independent thinking, and a high degree of customer service.
Maintain effective working relationships with and serve as primary contact for the Medical Student Director, faculty, staff, students and public. Address inquiries and complaints with professionalism, interpreting policies and procedures effectively.
Coordinate and conduct comprehensive orientations for medical students, including providing schedules (lectures, resources, clinical training), policies and procedures, and a tour of the department. Ensure students feel welcomed and informed.
Create and manage rotating schedules for medical students, making necessary adjustments and resolving any issues promptly.
Collect and organize evaluation data on faculty and resident teaching quality and clerkship rotations. Maintain accurate and up-to-date student files. Creating and maintaining spreadsheet files.
Attend and contribute to quarterly clerkship meetings and bi-weekly CEC meetings, ensuring all relevant information is communicated and documented.
Evaluate requests and exercise discretion and judgment in providing confidential information to appropriate parties.
Compile medical student evaluations, tutorial completion information, and final exam grades for the program director. Report grades via ICON to the CCOM.
May assist in the coordination, preparation, and implementation of strategic plans in support of the Medical Student Director and administrative suite.
Develop and revise informational materials for medical students, ensuring clarity and accuracy.
Obtain, tabulate, and analyze data to prepare periodic and specialized reports.
Coordinate and schedule surgical appointments, manage administrative and clinical schedules, and handle related communications with a high level of confidentiality exercising discretion and judgement and critical thinking skills.
Compose and manage related communications including licensure, letters, curriculum vitae, patient correspondence, emails, and mailings, requiring a high level of confidentiality, attention to detail, excellent organizational skills and effective written, verbal, and interpersonal communication skills.
Manage administrative and clinical schedules for assigned faculty, requiring judgment in determining meeting needs, discretion related to calendar activities, prioritization of appointments synthesizing multiple electronic calendar systems and review calendar in advance to identify conflicts, rescheduling as necessary.
Provide initial telephone and reception coverage, responding to visitor, faculty, staff, and patient inquiries, demonstrating a knowledge of the assigned and related work areas; obtain and provide information; forward inquiries appropriately.
Make travel arrangements for faculty and staff, including hotel reservations, conference registrations, airfare, coordinating, planning, and interpreting policies and procedures; prepares and submits travel request forms and expense vouchers.
Reconcile monthly P-card statements in compliance with Accounts Payable office guidelines.
Serve as the department liaison for internal and external service requests, ensuring timely and effective resolution of issues.
Serve as a member of the Department of Urology administrative support team and provide backup coverage to team members as needed.
Other duties and responsibilities as assigned.
Required Qualifications:
Bachelor's degree or an equivalent combination of education and experience.
One to three years of related administrative support or program management experience.
Excellent written and verbal communication and interpersonal skills.
Demonstrate careful attention to detail and accuracy, strong organizational skills, and ability to handle multiple tasks quickly and effectively, proactively establish priorities and meet deadlines.
Proficient in Microsoft Office Suite (Word, Excel, Outlook)
Highly Desirable Qualifications:
Experience coordinating or managing a medical education program.
Knowledge of LCME requirements and standards.
Experience with medical student clerkship software program management systems (such as ICON, Comet, Clerx) or similar course management and evaluation systems.
Previous experience providing administrative and faculty support in a college/university and/or healthcare setting within the last 5 years.
Desirable Qualifications:
Knowledge of University of Iowa policies and procedures.
Working knowledge of Urology
Application Process: 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.
This position is eligible for a combination of on-campus (UIHC) and remote work. Remote work must be performed at an offsite location within the state of Iowa. 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. Work arrangement options will be discussed during the hiring process.
For additional questions, please contact Sandy Moenk at sandy-moenk@uiowa.edu or 319-356-0748.
