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Position Summary:

University of Iowa Health Care Department of Internal Medicine, Division of Division of Hematology, Oncology, and Blood & Marrow Transplantation is seeking an Administrative Services Coordinator to contribute to the success of the daily operations by providing administrative services through the coordination and support of operations and/or lead the organization by planning, directing, and evaluating operations.  

Duties to include:

Operational Support and Management:

• Make decisions and exercise a high level of autonomy while performing administrative support responsibilities for the Division of Division of Hematology, Oncology, and Blood & Marrow Transplantation, including planning, organizing, and monitoring daily activities, managing schedules, correspondence, and travel arrangements. Coordinate research activities.

• Initiate purchasing requests for supplies and equipment as needed. Serve as primary point of contact for office purchases related to furniture, computers, and equipment, serving as liaison between Department and outside vendors. Obtain appropriate approvals, document and track expenditures.  Monitor program accounts and expenditures and reconcile divisional procurement cards each month.

• Coordinate program meetings and conferences which will include the gathering of data, preparing of agenda and assuring details are accurate. Plan and arrange for appropriate facilities and services in conjunction with program activities and events.

• Provide administrative support to faculty, APPs, and the Department of Internal Medicine's Health Services Research team, including, but not limited to membership and journal renewals, enrichment purchases, travel plans and reimbursements, license renewals, meeting planning and additional administrative functions as needed.

• Maintain Division's licensure requirements. Notify faculty and APPs of expiring licensure, ensure timely renewal, and distribute renewed licensure to necessary parties.

• Submit benefit time and clinical changes into QGenda and Elms for assigned division faculty members and APP staff.

• Update and maintain accurate clinical schedules in QGenda & Smart Web. Ensure compliance with department and enterprise policies.

• Communicate compliance requirements to division faculty members and APP staff and serve as a division contact.

• Assist research faculty in grant submissions and forms. Gather and upload materials into grant database.

• Provide administrative support to faculty preparing and submitting manuscripts.

• Monitor delinquent patient charts for General Medicine and Hospital-Based providers on a weekly basis, notify providers and working with appropriate personnel to rectify errors

• Assist with General Medicine and VA Quality Scholars Fellowship Program.

Human Resources (HR):

• Initiate HR transactions at the request of assigned faculty.

• May exercise knowledge of HR policies and procedures and provide basic guidance and advice.

• May provide functional and/or administrative supervision for students/temporary staff.

• Submit new employee account creation requests through HCIS.  Represent division as trusted requestor for HCIS requests.

Financial Responsibility:

• Prepare financial reimbursements, monitor accounts, and reconcile Divisional procurement cards including honorariums and payment of recruitment expenses and ensure compliance with departmental and University deadlines.

• Initiate purchasing requests for conference food, office supplies and medical equipment.

• Initiate and complete purchasing and travel requests, licensure renewals, and reimbursements for assigned faculty and APPs. Ensure funding is secured and document as appropriate.

Strategic Planning:

• May assist in the coordination/preparation of strategic plans in support of the Division Coordinator & Administrator.

Information Management:

• Serve as liaison between Hematology/Oncology faculty and APP staff. Resolve issues based on knowledge and contact experts as needed.

Communications Management:

• Serve as liaison to Hematology/Oncology faculty and staff, students, alumni and public.

• Serve as primary contact for building maintenance and facilities management.

• Serve as liaison between the Division of Hematology/Oncology, the Department of Internal Medicine, and department HR office. Ensure faculty and staff comply with required compliances.

• Serve as liaison between Division and Clinical Staff Office to ensure compliance with provider licensure requirements.