Admin Services Specialist - Assistant to DEO/DAO (Neurology)

UIOWA • Iowa City, IA

9d • Onsite

About The Position

The Administrative Services Specialist functions as the Executive Assistant to the Department of Neurology Departmental Executive Officer/Chair (DEO). Primary duties include supporting operations and planning activities and ensuring timely flow of information to and from the Office of the DEO to internal and external colleagues and constituents. The Specialist may be tasked with specific projects related to the work of the DEO, the Vice Chairs, or the Department Administrative Office and should be proficient with details, timelines, and meeting expectations. The Specialist will support the mission, vision, and values of the Department of Neurology and UI Health Care. Ability to be flexible and approach workload with collaboration and teamwork is essential. A high level of professionalism, confidentiality, and independent judgement is necessary in this position. Supervision of this individual will be shared by the DEO and Department Administrative Officer (DAO) or their designee.

Requirements

• A bachelor’s degree or an equivalent combination of education and experience.
• Minimum of 2 years of recent and relevant administrative experience supporting executives or leaders in a large organization.
• Experience working independently to manage multiple projects and programs at a time.
• Ability to assess priorities and set/achieve goals.
• Excellent written and verbal communication skills, including experience or capacity to demonstrate positive interpersonal skills with difficult personalities and with members of all levels of the organization, develop and maintain collaborative working relationships, and the ability to manage small and large group interaction.
• Ability to compose communications and grammatically correct documents in a concise, logical, and organized manner.
• Ability to independently draft correspondence at an executive level.
• Demonstrates exceptional organizational skills, accuracy, and attention to detail, showing the ability to handle multiple tasks, establish priorities, and meet tight deadlines in situations both complex and sensitive in nature.
• Demonstrates proficiency in use of Microsoft Office applications including Outlook, Access, PowerPoint, Excel, Teams, and Word.
• Experience using software and database systems to track compliance.
• Ability to work independently and respectfully collaborate with a team.
• Demonstrates initiative and a proactive approach to problem solving and prioritization of work tasks.
• Availability and flexibility to work outside of regular business hours as needed.

Nice To Haves

• Previous experience in academic medicine administration or support.
• 3+ years of related administrative or program experience supporting the daily operations of an office in a healthcare setting.
• Previous experience working with university accounting, P-Card, and travel systems as well as billing and payment tracking.
• Demonstrated experience working with confidential projects using discretion and independent judgement is highly desired.
• Knowledge of University policies, procedures, regulations, and guidelines as well as familiarity with UI Health Care entities and functions.
• Experience in a healthcare environment and familiarity with medical terminology and healthcare software.

Responsibilities

• Provide all aspects of high level, confidential, administrative support to DEO and DAO, which includes financial, strategic, personnel, disciplinary, and other highly sensitive information.
• Develop and maintain secure and organized physical and electronic filing systems.
• Coordinate preparation and distribution of standard reports.
• Manages the Department Chair’s/Vice Chairs’ schedule, exercising judgment in prioritizing appointments, determining meeting needs and maintaining calendar activities.
• Work with the DEO and DAO to ensure accuracy, coordination, and prioritization of calendars.
• As needed, assist with special events and activities for the DEO and/or Department.
• Departmental liaison for internal and external partners in the interpretation of policies, procedures, and projects.
• In cooperation with DEO and other department leaders, serve as a key department contact for UI Center for Advancement, donors, and potential donors.
• Maintain the highest level of confidentiality and discretion, and thorough understanding of the internal dynamics/affairs of the department and the roles and responsibilities of the various divisions.
• Facilitate faculty annual review and promotion processes, with Neurology Departmental HR as backup, which may include preparation, tracking, follow up, goals, and other aspects of the process to ensure timely completion and high-quality feedback.
• Submits orders for equipment and materials for department, as needed.
• Coordinates travel, including flight arrangements, hotel reservations, car rental, and meeting registrations for the Department Chair/Vice Chairs, faculty recruits, visitors, and educational speakers.
• Collaborate with Departmental Accounting team to monitor Department spending in a variety of contexts (welcome events for trainees, annual holiday dinner event, divisional events, etc.).
• Support the DEO and DAO to facilitate strategic planning and implementation of plans throughout the Department of Neurology.
• Partner with the DEO and DAO to contribute ideas and suggestions for operational, tactical, and strategic planning.
• Build and track meeting agendas, minutes, and follow-up tasks in alignment with department and institutional priorities.
• In conjunction with other departmental admin staff, maintains and updates the departmental website.
• Review patient satisfaction reports and comments and disseminate them to appropriate faculty, Division Directors, and administrative personnel.
• Track, monitor, and follow the progress of projects and action items that generate from the DEO’s office, or that are assigned to the DEO.
• Ensure information flows to and from the DEO through a variety of venues (presentations, correspondence, meetings, etc.).
• May prepare presentations and talking points for the DEO in relation to departmental, academic, and organizational priorities.
• Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed as well as effective support of the DEO.
• Respond to internal and external requests concerning Department services and personnel in partnership with applicable department or institutional resources.
• Develop accurate, professional memos, directives, and correspondence. This includes uniquely complex items, e.g. promotion evaluation letters for individuals at other academic institutions (requires analysis of CVs, scholarly articles, promotional standards and processes, and then generation of letter).
• Prepare agendas, meeting minutes, and identify meeting participants. Requires attendance at monthly Faculty Meetings.
• Collect, prepare, and distribute briefing materials.
• Maintain agendas, minutes, and assist presenters with preparations and presentations.
• Track and ensure appropriate follow-up actions are taken.
• Initiate subsequent follow-up meetings and communication for key stakeholders across the mission elements.
• Independently draft complex correspondence and communications to both internal and external recipients on a variety of topics as needed.
• Assist with coordinating new faculty onboarding (e.g., create orientation schedule, request door access, lab coats, business cards, give tours, etc.)
• Monitor and file renewals for faculty licenses, certifications, and professional memberships.
• Manage faculty records (e.g., CVs, Promotion/Tenure, Annual Performance Review documents).
• As time allows and skills develop, may assist in facilitating, in conjunction with Department of Neurology representatives, Patient and Referring Provider complaints.
• Track, investigate, and coordinate draft responses for all patient complaints, proposing service recovery actions, including formal charge adjustment requests for reductions or alterations to patient bills where appropriate, and/or collaboration with Legal, Disruptive Patient Response Team, and/or Threat Assessment Team where necessary.
• Establish positive relationships with OPE (Office of Patient Experience) staff, and patient families who have had negative experiences, working collectively to resolve complaints.

Benefits

• The University of Iowa Health Care Medical Center—recognized as one of the best hospitals in the United States—is Iowa's only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients. Simply stated, our mission is: Changing Medicine. Changing Lives. ®

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level