Administrative Services Specialist, Adult Hospitalist Program

The Adult Hospitalist Program at the University of Iowa Hospitals & Clinics is seeking a full-time Administrative Services Assistant to support the daily operations of the Adult Hospitalist Program, including coordination of specialized projects, activities, and events, appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures.  The Administrative Services Assistant makes decisions and exercises a high level of autonomy while typically performing administrative support/ management responsibilities for the physician Director and Administrative Director of the Program, including managing schedules, correspondence, and quality improvement initiatives.  Supervision is received from the physician Director of the Adult Hospitalist Program and the Administrative Director of Hospital Based Programs. Functional and administrative supervision is exercised over support staff.

KEY AREAS OF RESPONSIBILITY:

Operational Support and Management:

• Plan, organize, coordinate, and monitor projects and programs.
• Assist with planning, developing, coordinating, and implementing short-and-long-range goals as outlined in the strategic plan for the program.
• Assist with assuring compliance with various policies or procedures.
• Assist in the development of the Hospitalist schedule including making the appropriate Department and Hospital event entries of assigned hospitalists, load initial schedules into QGenda, complete schedule changes in MS Excel, QGenda and Smart Web On-Call call for changes to initial schedule.
• May actively manage the Program's recruitment database including communicating to potential physician recruits, soliciting references electronically, and ensuring compliance with Department and College of Medicine policies and procedures.
• May coordinate Program's recruitment activities including scheduling recruits with committee members and faculty, making travel arrangements, ground transportation, hotel accommodations, and submitting any expenses and or reimbursements.
• May coordinate and follow-up with hospitalist hires and others all materials related to the credentialing and privileging process.
• Organize, coordinate, and manage the on-boarding process associated with Hospitalist hires and oversee maintaining an updated Hospitalist manual.
• Perform moonlighting verification and payout and monitor the incentive program.
• Perform administrative support for the Hospitalist Program Retreat and the QI Symposium.
• Coordinate conferences for the Hospitalist Program, including the scheduling of presenters.
• Develop and update Program-specific content including policy and procedures, on-boarding, and recruitment.
• Maintain effective working relationship with faculty, staff and public.
• Maintain an attendance list for all meetings.
• Attend Program meetings, transcribe meeting minutes, distribute in a timely manner.
• Maintain Program records (meeting minutes, reports, etc.) in an organized manner for easy retrieval to document Program development and events.
• Enter benefit time into ELMS for all members of the Hospitalist Program. Track counts and compare to benefit time utilized.
• Reflect and communicate changes to the Hospitalist schedule appropriately and timely. Obtain, prepare, assemble, and distribute all Program-related materials.

Human Resources (HR):

• May initiate HR transactions at the request of others.
• Exercise knowledge of HR policies and procedures and provide guidance and advice.
• Provide functional and/or administrative supervision for students/clerical staff.
• Manage the recruitment, on-boarding, off-boarding activities for the Hospitalist Program

Financial Responsibility:

• Analyze, monitor, and report financial data, information, and reports
• Initiate purchasing requests for supplies and equipment.
• Monitor accounts/expenditures; reconcile statements.
• Review operational expenditures and maintain contracts.
• May initiate/approve routine fiscal transactions.

Strategic Planning:

• Assist in the coordination/preparation of strategic plans in support of the physician Director and Administrative Director.
• May develop, implement, and evaluate strategic plans for a project and/or the Program.
• Establish timelines, remind contributors, proof, and edit. Assist in the evaluation of Program effectiveness and impact. 

Information Management:

• Obtain, prepare, assemble, and maintain monthly and quarterly data as part of Program dashboard including monthly reports on Patient Satisfaction, LOS, and Utilization.
• Review, resolve, respond to requests for information, data, services, complaints, etc.
• Manage information to faculty and staff regarding operational activities including changes in policies and procedures
• Maintain and update the Program clinical and academic websites and the Hospitalist SharePoint site.

Communications Management:

• Communicate appropriately and effectively to Hospitalists and others as it relates to Program events, objectives, and initiatives.
• Coordinate Program and project correspondence including inquiries and complaints from stakeholders.
• Assist in maintaining and communicating daily inpatient reports.
• Serve as liaison to faculty, staff, students, alumni and public concerning inquiries or complaints requiring interpretation of policies, procedures, and programs.

Percent of time:  100%, full-time

Work schedule: 8:00 AM to 5:00 PM, Monday through Friday.

Work location: This position is located at the University of Iowa Hospitals & Clinics in Iowa City, IA.

Pay level 3B. To view the entire salary range for pay level 3B: Professional and Scientific Pay Structure B | University Human Resources - The University of Iowa (uiowa.edu)

Benefits Highlights:  Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans. Complete information regarding the full benefits package may be viewed at: https://hr.uiowa.edu/benefits