Admin Services Coordinator - Pediatric Cardiology

Under general supervision performs administrative work such as composing correspondence compiling specialized reports coordinating activities and obtaining and providing information requiring interpretation of the policies and procedures of both the assigned and related work areas. Provides administrative support for the Division of Pediatric Cardiology including the Division Director Fellowship Training Program Co-Directors fellow trainees and other assigned faculty.

Duties to include:

Operational Support & Management

• Support the daily operations of an office project or program including coordination of specialized events and activities appropriateness of expenditures contract or grant requirements and changes in policies and procedures. May require advanced knowledge and expertise in specific office project or program to provide administrative and operational support. Make decisions and exercise a moderate level of autonomy while typically performing administrative support responsibilities for executives of an organization including managing schedules correspondence and travel arrangements.
• Assist with recruitment including coordinating visits arranging travel planning itineraries and escorting to meetings.
• Assist with visiting lecturers arranging travel planning itineraries and serving as escort during the visit.
• Coordinate meetings and conferences under the direction of the assigned division director or program director which includes the gathering of data preparing agendas taking minutes and assuring details are accurate.
• Assist with coordination of job shadowing opportunities for division.
• Other duties as assigned by Departmental or Divisional leadership.

Fellowship Training Program

• Monitors fellow compliance for items required for successful completion of Pediatric Cardiology Fellowship Training Program including completion of logs of surgeries echo cath consult clinic inpatient services for each fellow and monitoring fellow absences.
• Sends out patient/family 360 degree evaluations.
• Enters fellow conference attendance at conferences into MedHub.
• Coordinates and schedules required meetings for fellows including Scholarship Oversight Committee Fellow/Faculty etc.
• Schedules orientations for all new fellows (Division Department Graduate Medical Education and Hospital).
• Coordinates all arrangements for new incoming fellows and graduating fellows including completion of required applications and forms.
• Maintains database with fellow contact information; contacts previous fellows (last 10 years) for updated Curriculum Vitae with contact information on an annual basis to include in annual progress report.
• Assists Fellowship Co-Directors with miscellaneous items in support of program.
• Coordinates annual review of training program; makes travel arrangements for external reviewer; creates itinerary for visit.
• Enters required fellow and miscellaneous data into MedHub as well as ACGME ABP ACC and UIHC websites.
• Assists fellows with miscellaneous administrative support needs.

Human Resources (HR)

• Provide administrative supervision of fellow trainees. May initiate HR transactions at the request of others at the department/unit level. May work with organizational Human Resources to ensure guidelines and rules are followed and to disseminate information.
• Assist with bi-weekly ELMS editing of division timecards.
• Maintain effective working relationships with faculty staff students and the public.

Credentialing

• Serve as credentialing delegate for division providers performing services through Physician Service Agreements; complete credentialing documents for provider privileges at external sites.
• Complete recredentialing forms as needed.
• Send copies of licenses and certificates to external sites as requested.
• Respond to other requests such as requests for immunization documentation (influenza COVID) or compliances (BLS PALS ACLS).

Financial Responsibility

• May initiate purchasing requests for supplies or equipment on behalf of fellowship program.
• Monitor track and reconcile divisional and departmental expenditures related to fellow academic expenses.
• May assist with reconciliation of Division P-card.

Information Management

• Primary contact for the fellowship training program by providing information and responding to inquiries.
• Gather and provide information using available resources.

Communications Management

• Monitor the information on organizational websites pertaining to the division fellowship; provide updates and current information as needed.
• Develop and coordinate internal and external communications in conjunction with leadership.
• Serve as liaison to faculty and fellows within the division to communicate the interpretation of departmental and University policies procedures and programs.

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