Admin Services Specialist - Pediatric GI/ID

Coordinate administrative, operational, and financial activities for the Divisions of Pediatric Gastroenterology and Infectious Diseases. Partner with Division Directors and Department Administration to support clinical operations, monitor performance, and implement divisional priorities. Supervise divisional administrative support staff and serve as a key liaison between the divisions and departmental leadership.

Duties to include, but not limited to:

Operational Support and Management:

• Coordinate daily divisional operations across clinical programs and locations, working with faculty, staff, and operational partners to address needs and improve service delivery.

• Collect, organize, and communicate divisional operational information, including schedules, educational activities, and faculty-related processes.

• Collaborate with Division Directors and Department Administration to implement clinical operations, service improvements, and divisional priorities.

• Monitor clinical schedules, templates, outreach activities, and operational metrics; prepare reports and identify opportunities to improve access, efficiency, and resource use.

• Coordinate faculty and trainee recruitment activities and support onboarding and divisional workforce planning. Use available reporting tools, including Epic, to support operational analysis and recommendations.

• Review faculty productivity and other divisional performance measures in collaboration with leadership; track progress toward established goals.

• Support compliance with applicable university and UI Health Care policies and procedures. Coordinate divisional meetings, schedules, and administrative activities to support faculty and program needs.

• Support divisional educational and academic activities, including grant-related administrative coordination when needed. Coordinate faculty call and trainee schedules in collaboration with Division Directors and fellowship program leadership.

• Serve as the primary administrative contact between the divisions and department administration, coordinating information and responding to inquiries.

Human Resources (HR):

• Apply relevant HR policies and work with department administration and HR on staffing and personnel matters.

• Supervise divisional administrative support staff, including assigning work, providing feedback and coaching, and supporting staff development.

• Participate in hiring, performance evaluations, and performance management in collaboration with department administration and division leadership as needed.

• Coordinate faculty and staff personnel processes and approve assigned staff timecards in ELMS.

Financial Responsibility:

• Monitor divisional expenditures, reconcile accounts, and identify budget variances or concerns for department administration.

• Coordinate financial activities related to divisional programs, services, and agreements in collaboration with department’s finance team and administration.

• Support annual budget planning and ongoing expense management for the divisions.

• Monitor, track and reconcile divisional expenditures related to faculty) academic expenses.

• Coordinate divisional purchasing and related financial requests.

• May provide support and assistance with divisional grants management and administration.

Strategic Planning:

• Partner with Division Directors and department administration to plan, coordinate, and implement divisional goals and strategic initiatives.

• Support projects to improve clinical operations, patient access, productivity, outreach services, and workflow efficiency.

• Assist in developing business plans and evaluating operational needs for faculty, staff, and services.

• Track project milestones, gather relevant data, and prepare updates and recommendations for leadership.

Education Requirement

• A bachelor’s degree or an equivalent combination of education and experience is required.

Experience Requirements

• Excellent written and verbal communication skills are required.
• Must be proficient in computer software applications (MS Word, Excel, PowerPoint, Outlook).
• 1-3 years of related administrative support experience is required.

Desired Qualifications

• Knowledge of University policies, procedures and regulations is desirable.

• Experience coordinating or supporting a program or operational initiative is desirable.

• Prior supervisory experience is highly desired.

• Experience reviewing and managing financials and expense budgets is highly desirable.

• Experience with Graduate Medical Education is highly desirable.

• Experience working in a clinical department is highly 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 pedsuichildrenshr@healthcare.uiowa.edu

This position is not eligible for University sponsorship for employment authorization.