Hybrid Admin Services Coordinator in Iowa City, Iowa, United States bei University of Iowa

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 and their direct reports. 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. 

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.  

Perform administrative functions for the medical malpractice activities of the University of Iowa Physicians.  

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 UI Health Care.  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 UI Health Care.

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.

Support ARNP student placement match meeting and correspondence. 

Assist with onboarding of fellows and graduate assistants. 

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 including the Office of Advanced Practice Providers. 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 PowerPoint and MS word.

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 law 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.  May initiate HR transactions at the request of others at the department/unit level. 

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 monthly.  Maintain distribution lists for assigned committees.

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. 

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.

Other duties as assigned.

The University of Iowa is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, or associational preferences.

Persons with disabilities who need assistance or accommodations with the application or interview process may contact University Human Resources/Faculty and Staff Disability Services, (319) 335-2660 or [email protected].  For jobs in UI Health care, please contact UI Health care Leave & Disability Administration at 319-356-7543.

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