Admin Services Coordinator - Pediatrics

Administrative Services Coordinator

Stead Family Department of Pediatrics is seeking an Administrative Services Coordinator. Within the Stead Family Department of Pediatrics, this position provides operational and administrative support for project management, marketing and communications, meeting and event coordination, and recruitment functions.

Operational and Project Support

• Manage multiple recurring departmental educational programs, including scheduling, communications, logistics, attendance tracking, and execution. (Grand Rounds/Frontiers)
• Coordinate Pediatric Quality Improvement (QI) Board initiatives and reporting activities, including board compliance and documentation requirement
• Coordinate agendas and other meeting documentation; update project documentation based on meeting outcomes
• May track and monitor progress toward completion of strategic goals and initiatives and other projects
• May participate in leadership or project meetings to capture notes or updates
• Respond to questions and inquiries related to status of projects and initiatives
• May assist with educational activities (medical students, residents, fellows) as directed

Marketing and Communications

• Under the general direction of the Senior Communications Specialist, write, revise, and distribute information across various platforms such as websites, email, letters, and intranet.
• Make routine website edits to departmental website (pediatrics.medicine.uiowa.edu) to support reputation and recruitment efforts.
• Support communication inside the department by updating access to the Teams space and distribution lists, and by developing and posting information to the intranet (The Loop).
• Support communication of department initiatives in meeting planning.
• Create and distribute bi-weekly departmental e-newsletter to support engagement goals. (Peds Express)
• Draft and distribute memos and announcements on behalf of department leaders.

Recruitment Support

• Assist with development of itineraries for faculty or staff recruitment visits
• Coordinate and schedule interviews
• Escort candidates around campus during in-person recruitment visits; may offer brief tours of work and common areas along with sharing information about the Iowa City community.
• May assist Recruiter and/or Senior Communications Specialist with development of external advertisements
• May attend and participate in recruitment meetings with department leadership

General Administration

• Serve as primary backup and support to the Administrative Services Specialist within the Chair's Office supporting department executive leadership
• Coordinate and facilitate monthly meetings with 80 staff members in attendance. (All Admin)
• May participate on recognition committee and assist with organizing and ordering for departmental events or activities.
• Scheduling support specifically for Department Administrative Officer (DAO) and Assistant Directors of Clinical Services
• Order and maintain office supplies for department usage
• Obtain quarterly printer counts and submit into database
• Complete special projects as assigned
• Perform other duties as assigned

About the Stead Family Department of Pediatrics and UI Stead Family Children's Hospital

The Stead Family Department of Pediatrics is a national leader in pediatric medicine. The Department's mission is to provide outstanding care to the children of Iowa and beyond by being a leader in state-of-the-art clinical care to children, performing cutting-edge research to find new treatment and cures for childhood illnesses, and educating the next generation of pediatric health care providers. The Department comprises the medical and research staff of UI Stead Family Children's Hospital.

UI Stead Family Children's Hospital is one of the nation's top-ranked pediatric care and research institutions and Iowa's only comprehensive children's hospital.

Percent of Time: 100%

Pay Grade: 2B

• Regular salaried position located in Iowa City, Iowa
• Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans

Required Qualifications

• Bachelor's degree or an equivalent combination of education and experience
• One to three years of related administrative experience
• Demonstrated experience with project coordination
• Excellent written and verbal communication and interpersonal skills
• Demonstrated ability to successfully balance multiple priorities and tasks simultaneously
• Must be proficient in computer software…