Administration Associate Jobs in Iowa (NOW HIRING)

*This position is located on-campus and the hours are 8:00 AM - 5:00 PM.
BASIC FUNCTION
Provide developmental and administrative assistance and expertise for the Fellowship Programs in the Department of Internal Medicine. To oversee, coordinate and implement all administrative activities for the Fellowship Programs.
KEY AREAS OF RESPONSIBILITY
Recruit, Admit and Retain Prospective and Current Students for Programs, Major Departments or Colleges:

• Oversee and monitor the fellowship programs. Assist in the evaluation of program effectiveness and impact.
• Support Associate Program Director residency team in monitoring compliances, scholarly activity, committee preparation, etc.
• Recruit prospective students.
• Serve as liaison to fellows regarding human resources-related issues. Process appointments, terminations, and advancements. Maintain and manage fellow information within HRIS, Oracle, and other relevant databases.
• Collect, maintain and analyze application materials for all residents applying to subspecialty programs. Notify APO (F) of incomplete or insufficient materials. Monitor national subspecialty match system and prepare report for APO (F) of success and suggest methods for improvement.
• Responsible for chief resident credentialing/billing.

Enrollment Management:

• Monitor GME onboarding requirements, such as medical license, health screenings, etc. to ensure fellows are prepared to start.
• Liaison with faculty and adjuncts regarding new fellows being hired. Ensure communication between fellows, division, and University offices is seamless.
• Plan and implement orientation program and schedules for incoming fellows. Compile required documentation for orientation packet. This includes documentation guidelines, electronic medical record training at the University and the VAMC, uniform fitting and badge assignment. Coordinate the fellowship orientation schedule with the institutional orientation schedule.
• Serves as point of contact for incoming fellows to answer onboarding questions. Assists in transitioning fellows to the University of Iowa.
• Process and monitor visa applications and extensions and interface with the University's Immigration Office.
• Ensure credentialing is complete for any fellows seeing patients.

Academic Standards and Curricular Policies:

• Organize the quarterly fellowship leadership meetings, monitoring attendance and minutes.
• MedHub evaluations for residency program.
• Research tracking for residency program.

Academic Program Management (Planning, Designing, Integrating, and Evaluation Curriculum):

• Ambulatory curriculum - oversee the schedule, keep it up to date, send out reminder emails, gather and distribute course materials, calendar invites, etc.
• Track teaching credits for the faculty that teach Ambulatory curriculum.
• Supports Assistant Program Director in planning and logistics of various meetings (DPH, VA working group, IRL working group, primary care pathway).
• Assist the Fellowship Director on an ongoing basis to ensure the program is in compliance with local (UI Health Care GME) and national accreditation (ACGME) requirements.
• Organize the Fellows as Clinician Educators program annually to include updates to curriculum/materials, participants and schedule.
• QI and patient safety learning modules for fellows. Sends modules to fellows in MedHub, track completion, etc.
• Assist Program Director with the Core conference curriculum:
  
  • Coordinate the development and implementation of the core curriculum. Contact and schedule the presenters for the core curriculum
  • Arrange for facilities
  • Maintain databases related to the conference (Residency Management System) and prepare report quarterly report for APD (F)

Budget Oversight and Management:

• Review/reconcile transaction and MFK information.
• Determine appropriate funding sources for fellow stipends (e.g. VA funding, training grant, faculty practice plan) and overee accuracy of VAMC FTE reports.
• Develop, prepare and monitor program budgets. Oversee finances for fellowship program and provide reports as required.

QUALIFICATIONS

• A Bachelor's degree or an equivalent combination of education and experience is required.
• 1 year of related experience is required.
• Excellent written, verbal and interpersonal communication skills are required.
• Proficiency in Microsoft Office Word, Excel, Outlook and Power Point software applications, and program specific databases is required.
• Knowledge of university policies, procedures, and regulations is desirable.
• Experience supporting a medical residency or fellowship program is desirable.

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 7 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 ashley-rayer@uiowa.edu.