Secretary II - Pediatrics Cardiology
University of Iowa

Job Info

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Within the UI Stead Family Department of Pediatrics, provide administrative support for assigned division(s). Duties include composing routine correspondence, maintaining records, answering phones, maintaining calendars, and obtaining and providing information requiring knowledge of the policies and procedures of both the assigned and related work areas. Serve as back-up for other administrative support staff. Will use personal computers, printer/fax, virtual meeting platforms, and a variety of software and/or conventional office equipment.

Duties to include:

• Prepare or draft general correspondence and perform photocopying, scanning, filing, and faxing.
• Provide telephone coverage for multiple staff physicians, nurses, physician assistants and/or nurse practitioners, route calls and take messages appropriately. Complete Epic documentation for patient phone calls as necessary.
• Triage and disseminate inbound faxes.
• Coordinate and schedule meetings, such as division meetings and other recurring meetings. Prepare and disseminate meeting agendas and meeting minutes.
• Serve as primary contact for assigned faculty Outlook calendars; respond to requests for meetings.
• Provide administrative support for faculty members and assist with activities such as typing letters and creating PowerPoint presentations.
• Assist with preparation of credentialing forms for assigned physicians. Provide documentation to outside institutions as requested.
• Monitor availability of office supplies within division(s); submit requests for purchases to University Shared Services.
• May submit travel requests in ProTrav; coordinate business travel and conference arrangements, including booking hotel, airfare, etc. as needed.
• Receive and distribute incoming mail; collect and deliver outgoing mail.
• Monitor professional development fund balances for faculty; respond to questions or inquiries from faculty; submit requests for reimbursement to University Shared Services.
• Provide limited technical support, including troubleshooting for printers, virtual meetings, Microsoft Office and other applications.
• Maintain faculty CVs and bio sketch information, update as needed.
• Provide back-up coverage for Pediatric Endocrinology administrative staff as needed.
• Assist in the organization of special events for the division (e.g. room scheduling, announcements, etc.)
• May assist with entry and maintenance of division call schedules in Outlook, Smart Web, Qgenda and Amion.
• May process payments on procurement card for certain items such as memberships, subscriptions, medical licenses and/or certifications as approved.
• May assist with coordination of job shadows for division faculty and staff.
• May edit and/or update information in the Enterprise Labor Management System (ELMS).
• May assist with coordination of conferences or symposiums hosted by the Department, Division or Program in accord with prescribed parameters and guidelines; arrange location and catering; prepare materials and handouts for attendees; and arrange audio/video equipment for presentations.
• May collect and/or enter data and information in systems and databases, as needed.
• May monitor availability of specific clinic handouts, consents, and other materials to ensure they are properly stocked in the clinic.
• May support faculty recruitment, including scheduling meetings, coordinating presentation/talk, preparing itinerary, escorting to interviews, etc.
• May request or obtain patient records, as requested; may upload records into Epic.
• Support division programmatic functions and other tasks, as assigned, at the direction of your supervisor.

About the Department of Pediatrics:

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 treatments 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.

About the Division of Cardiology:

The Division of Cardiology at the University of Iowa Stead Family Department of Pediatrics provides compassionate, family-centered, and state-of-the-art delivery of care to children and young adults with congenital and acquired heart disease. Patients are followed through the transition to adulthood. Dedicated staff have expertise in acquired heart diseases such as cardiomyopathies, cardiac arrhythmias, congenital heart disease, cardiac dysfunction in malignancy, and cardiac implications associated with pediatric obesity. The division provides the only expertise for electrophysiology, diagnostic, advanced imaging, interventional and transplant services for children and youth in the state of Iowa. Skilled surgical support and exceptional critical care postoperative support has outcomes that have excellent results in national databases. The division has a multi-purpose diagnostic and interventional procedure lab which is constantly expanding and including state-of-the-art technologies.

Required Qualifications

• Any combination of related clerical office experience related undergraduate education and/or post high school clerical training that is the equivalent to two years of full-time employment and includes the use of word processing.

Desired Qualifications

• Excellent written and verbal communication and interpersonal skills.
• Demonstrated experience providing administrative support to multiple leaders or providers.
• Demonstrated customer service experience in a fast-paced environment.
• Demonstrated proficiency with Electronic Health Records systems such as Epic.
• Demonstrated proficiency with Microsoft Office applications (i.e., Word, Excel, Outlook and PowerPoint).
• Demonstrated experience in the use of medical terminology or successful completion of a medical terminology course.
• Demonstrated proficiency with virtual meeting platforms (i.e., Skype, Microsoft Teams, Zoom).

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 10 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 Pediatrics Human Resources at pedsuichildrenshr@uiowa.edu

This position is performed fully on campus.

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

Additional Information

• Classification Title: Secretary II
• Appointment Type: Merit
• Schedule: Full-time
• Work Modality Options: On Campus

Compensation

• Pay Level: 8

Contact Information

• Organization: Healthcare
• Contact Name: Pediatric Human Resources
• Contact Email: Pedsuichildrenshr@healthcare.uiowa.edu

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