Admin Services Specialist - Internal Medicine Administration

UIOWA•Iowa City, IA

22h

About The Position

BASIC FUNCTION Contribute to the success of the Department of Internal Medicine by providing administrative services through the coordination and support of the Department Chair/DEO. The position works collaboratively with various internal and external leaders and administrators to plan, promote, coordinate and execute numerous administrative and operational activities for the Department. KEY AREAS OF RESPONSIBILITY Operational Support and Management: Provide primary administrative support for the Department of Internal Medicine DEO including calendaring, travel arrangements, workflow processing, etc., requiring high level coordination, discretion, prioritization and multi-tasking skills. Provide support in calendaring, travel arrangements, and workflow processing for the Department of Internal Medicine Department Executive Officer (DAO), and Associate Clinical Department Administrator (ACDA). Plan, develop, coordinate and implement short- and long-range goals as outlined in the strategic plan for the department. Oversee and manage the administrative support operations. Identify and implement new methods to increase efficiency and quality. Develop and/or revise Standard Operating Procedures. Provide oversight and coordination of leadership meetings, events, retreats, symposiums, and departmental meetings including scheduling, preparing agendas, attending meetings and taking notes/minutes as requested, gathering and synthesizing data, and summarizing feedback. Plan and arrange for appropriate facilities and services in conjunction with program events. Schedule conference rooms or lecture hall; order refreshments; announce special lectures to appropriate group(s); process honorarium for visiting speakers; arrange transportation for visitors. Provide oversight and coordination and serve as lead coordinator for Division Director recruitments including communication with potential candidates, securing visits dates, preparing and finalizing itineraries, securing travel needs, etc. Assist with assuring UIHC/UI compliance with various faculty policies or procedures as needed. Human Resources: Exercise knowledge of HR policies and procedures; may provide basic guidance and advice. May serve as Unit Human Resources Representative for unit or department. May initiate and approve routine HR transactions. May provide functional and/or administrative supervision of staff. Financial Responsibility: Monitor DEO, DAO, and ACDA expenditures and reconcile p-card transactions. May initiate and/or approve routine fiscal transactions. Submit E-vouchers and Purchase Requisitions (P-Req) for necessary invoices, anticipated expenses/contracts, honorariums, etc. Initiate trips in ProTravel and reconcile travel expenses for travelers. Suggest and implement cost-saving strategies. Strategic Planning: Assist in the coordination/preparation of short- and long-term strategic plans and goals in support of the DEO, and the Department of Internal Medicine. Assist in gathering and summarizing information for special initiatives. Information Management: May research information to facilitate communication processes. Provide recommendations and edits regarding marketing strategies and resources (website, brochures, articles, summaries, etc). Brainstorm with key stakeholders. Develop new materials. Oversee and maintain records management for the Department Chair to ensure compliance with UI/UIHC/CCOM policy. Review, resolve and respond to requests for information, data, services, complaints, etc. Communications Management: May develop and coordinate internal and external communications. Serve as department liaison with CCOM/UIHC communications. Prepare and edit various forms of communication including reports, articles, emails, letters, etc.

Requirements

A Bachelor's degree or an equivalent combination of education and experience is required.
3-5 years of related experience is required.
Excellent customer service, public contact, and written/verbal communication skills.
Demonstrate proficiency in computer software applications, including Microsoft Office.
Ability to compose communications and grammatically correct documents in a concise, logical, and organized manner.
Demonstrate careful attention to detail and accuracy, ability to handle multiple tasks and to proactively establish priorities and meet deadlines.
Must have valid driver license and ability to meet UI Risk Management driving requirements.
Ability to physically escort individuals, such as visiting speakers and faculty recruits, to various offices on campus.

Nice To Haves

Two or more years of demonstrated experience working with confidential projects using discretion and independent judgment is desired.
Experience using HRIS to initiate and monitor electronic workflow transactions.
Experience using University of Iowa ProTrav, E-Voucher and/or PReq systems is desired.
Some knowledge of University of Iowa policies, procedures, and regulations is desired.

Responsibilities

Provide primary administrative support for the Department of Internal Medicine DEO including calendaring, travel arrangements, workflow processing, etc., requiring high level coordination, discretion, prioritization and multi-tasking skills.
Provide support in calendaring, travel arrangements, and workflow processing for the Department of Internal Medicine Department Executive Officer (DAO), and Associate Clinical Department Administrator (ACDA).
Plan, develop, coordinate and implement short- and long-range goals as outlined in the strategic plan for the department.
Oversee and manage the administrative support operations.
Identify and implement new methods to increase efficiency and quality.
Develop and/or revise Standard Operating Procedures.
Provide oversight and coordination of leadership meetings, events, retreats, symposiums, and departmental meetings including scheduling, preparing agendas, attending meetings and taking notes/minutes as requested, gathering and synthesizing data, and summarizing feedback.
Plan and arrange for appropriate facilities and services in conjunction with program events.
Schedule conference rooms or lecture hall; order refreshments; announce special lectures to appropriate group(s); process honorarium for visiting speakers; arrange transportation for visitors.
Provide oversight and coordination and serve as lead coordinator for Division Director recruitments including communication with potential candidates, securing visits dates, preparing and finalizing itineraries, securing travel needs, etc.
Assist with assuring UIHC/UI compliance with various faculty policies or procedures as needed.
Exercise knowledge of HR policies and procedures; may provide basic guidance and advice.
May serve as Unit Human Resources Representative for unit or department.
May initiate and approve routine HR transactions.
May provide functional and/or administrative supervision of staff.
Monitor DEO, DAO, and ACDA expenditures and reconcile p-card transactions.
May initiate and/or approve routine fiscal transactions.
Submit E-vouchers and Purchase Requisitions (P-Req) for necessary invoices, anticipated expenses/contracts, honorariums, etc.
Initiate trips in ProTravel and reconcile travel expenses for travelers.
Suggest and implement cost-saving strategies.
Assist in the coordination/preparation of short- and long-term strategic plans and goals in support of the DEO, and the Department of Internal Medicine.
Assist in gathering and summarizing information for special initiatives.
May research information to facilitate communication processes.
Provide recommendations and edits regarding marketing strategies and resources (website, brochures, articles, summaries, etc).
Brainstorm with key stakeholders.
Develop new materials.
Oversee and maintain records management for the Department Chair to ensure compliance with UI/UIHC/CCOM policy.
Review, resolve and respond to requests for information, data, services, complaints, etc.
May develop and coordinate internal and external communications.
Serve as department liaison with CCOM/UIHC communications.
Prepare and edit various forms of communication including reports, articles, emails, letters, etc.