Iowa City, Iowa

This position supports the Emergency Medicine Department Chair in the role as Departmental Executive Officer (DEO), Executive Vice Chair, Medical Directors, as well as the Director of Clinical Functions in the role as Clinical Department Administrator (CDA). This administrative support professional will contribute to the success of the organization by providing key administrative activities for the DEO and CDA. Key areas of responsibility include operational support, faculty support, information, communication and financial management. Requires a high level of discretion, confidentiality, attention to detail and accuracy, and independent judgment. Position Responsibilities: Operational Support and Management: Serves as primary contact and liaison for Department Chair, faculty, staff, students in manners related to the Emergency Department. Make decisions and exercises a high level of autonomy while performing administrative management responsibilities for the Department Chair, Department Vice-Chair and Medical Directors including managing schedules, correspondence and travel arrangements. Act as liaison for patient satisfaction reports thorugh regular updates to faculty and staff providing customized patient satisfaction reports for departmental and organizational senior leaders. Plan and coordinate the logistical and financial aspects of special program events and conferences. Assist with the coordination and management of all faculty and resident clinical schedules and benefit time requests. This includes actively managing the clinician's schedules in QGenda, Shift Admin, SmartWeb and other systems as needed. Attend all faculty meetings as recorder of minutes and provide documentation to Medical Directors and Division Directors. Provide monthly updates to all clinical staff regarding current clinical schedules for faculty, residents, advanced practice providers. Collect and maintain data for Faculty and APP Ongoing Professional Practice Evaluation (OPPE) metrics. Financial Resposiblity: Process special compensation and Faculty Compensation Plan payments in an accurate and timely manner. Monitor accounts/expenditures. Act as a key role in cash handling process for all departmental checks and cash received. Strategic Planning: May assist in the coordination/preparation of strategic plans in support of the Chair through the compilation of reports, maintaining clinical schedules, and maintaining the Faculty Practice Plan master document, annual revisions, and faculty voting tabulations. Information Management: Coordinates high level meetings such as advisory and policy committees, site visits for external agencies, organizations senior leadership meetings and internal/external candidate recruitment meetings. Collects, prepares and distributes meeting notes and briefing materials as assigned. Initiates subsequent follow-up meetings and communication for key stakeholders. Evaluates requests and exercises discretion and judgement in providing confidential information. Communication Management: Prepares highly confidential correspondence with internal and external constituents, as well as patients and families. May assist with Customer Relationship Manager database. Maintains all legal documentation and file management requirements associated with this responsibility. Works with Chair and others within the Department to prepare promotional materials as needed. Prepare and distribute reports as requested. Maintains department listserves, email distribution lists, and Department email inbox. Manage physical incoming and outgoing mail for the Department. Faculty Support: Partner with EM Human Resources to administer recruitment process for Faculty positions, including compilation and validation of credentialing and billing applications and materials. Communicate recruitment process with Emergency Medicine Human Resources. Review resumes; coordinate interview process with Department Chair and Executive Vice Chair.; Write search communications and selection justification Maintain proper search documentation Maintain documentation of all current licensing, certifications, and required in-house training (CPR, Deep Sedation, ATLS, Sexual Harassment Training, etc.) Manage Faculty timecards on a bi-weekly basis. Support the Department Chair with managing the annual Faculty review process. Partner with the Chair and College of Medicine to manage visiting and complementary Faculty appointments for the Department of Emergency Medicine. Coordinate incoming Faculty onboarding process. Education Requirement: Bachelor's degree in Business or appropriate discipline or an equivalent combination of education and experience. Experience Requirement: 2-4 years of experience providing administrative operations support. Demonstrated ability to work autonomously, maintain confidentiality, and prioritize tasks while possessing a strong attention to detail. Demonstrated ability to meet deadlines, follow-up, and multi-task with minimal supervision Demonstrated ability to work collaboratively across functions, levels and departments toward shared objectives. Demonstrated organizational and project management skills. Excellent communication skills at the verbal, written and presentation levels. Demonstrated experience working effectively in a diverse environment. Must be highly proficient in computer software applications (MS Word, Excel, Outlook, Epic) Working experience with electronic processing systems and electronic financial reports. Desired Qualifications: 3-5 years administrative experience in a professional complex organization such as an academic medical center, medical school teaching hospital, or research university. Experience collecting and managing data. 3-5 years administrative experience in support of a large physicians/faculty group. Experience with recruitment of faculty Demonstrated organizational and project management skills. Knowledge of UIHC medical credentialing process Knowledge of University of Iowa Policies and Procedure 3-5 years public contact/customer service experience Knowledge and experience working with Excel Pivot Tables Application Process: In order to be considered, applicants must upload a resume and cover letter clearly addressing how the required and desired qualifications of this position have been met. Up to 5 professional references will be requested at a later step in the recruitment process. Job openings are posted for a minimum of 14 calendar days. Applications will be accepted until 11:59 PM on January 3, 2022. This job may be removed from posting and filled any time after the minimum posting period has ended. Successful candidates will be subject to a criminal background check. This position is not eligible for University sponsorship for employment authorization. The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, national origin, age, sex, pregnancy, sexual orientation, gender identity, genetic information, religion, associational preference, status as a qualified individual with a disability, or status as a protected veteran.

Iowa City, Iowa

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