Admin Services Specialist - Internal Medicine Administration

University of Iowa•Iowa City, IA

8d•Onsite

About The Position

Contribute to the success of the Department of Internal Medicine by providing administrative services through the coordination and support of the Department Chair/DEO, Department Administrative Officer, Departmental Vice Chairs, and the Department of Internal Medicine administrative team. 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. The role requires exceptional judgement, discretion, and the ability to independently manage multiple complex priorities in a fast-paced environment.

Requirements

A Bachelor's degree or an equivalent combination of education and experience is required.
A minimum of 3 years of related experience is required.
Ability to manage complex and detailed calendars, schedule meetings, and respond to internal and external requests.
Strong interpersonal skills. Ability to understand and navigate complex professional relationships.
Excellent written, verbal, and interpersonal communication skills.
Proficiency in Microsoft Office including Word, Outlook, PowerPoint, and Excel.
Demonstrated ability to work independently to complete multiple projects with competing deadlines, superior organization and prioritization skills, and ability to meet deadlines.
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.
Knowledge of University of Iowa policies, procedures, and regulations is desired.

Responsibilities

Provide primary administrative support for the Department of Internal Medicine DEO, including managing complex calendars, coordinating travel, overseeing workflow, and anticipating needs.
Support the Department Administrative Officer (DAO), Department Vice Chairs, and departmental administrative team with calendar management, travel arrangements, workflow processing, and daily operations.
Serve as a trusted partner to departmental leadership by anticipating needs, independently managing competing priorities, and ensuring seamless execution.
Plan, develop, coordinate, and implement short- and long-range goals as outlined in the department's strategic plan.
Oversee and manage administrative support operations, identifying and implementing new methods to increase efficiency and quality, and developing/revising Standard Operating Procedures.
Provide oversight and coordination of leadership meetings, events, retreats, symposiums, and departmental meetings, including scheduling, preparing agendas, taking notes/minutes, gathering data, and summarizing feedback.
Plan and arrange facilities and services for program events, including scheduling conference rooms, ordering refreshments, announcing lectures, processing honorarium, and arranging transportation for visitors.
Manage departmental conference room scheduling, meeting logistics, and AV support.
Maintain oversight of daily operations to ensure common spaces, conference rooms, offices, and shared workspaces remain functional and appropriately supported.
Provide oversight and coordination for Division Director recruitments, serving as lead coordinator for candidate communication, visit scheduling, itinerary preparation, and travel arrangements.
Perform other duties and special projects as assigned.
Exercise knowledge of HR policies and procedures, potentially providing basic guidance and advice.
May serve as Unit Human Resources Representative for the unit or department and initiate/approve routine HR transactions.
May provide functional and/or administrative supervision of staff.
Monitor expenditures and reconcile p-card transactions.
May initiate and/or approve routine fiscal transactions.
Initiate purchase orders, e-buy requisitions, travel reimbursements, and other departmental transactions.
Coordinate ordering, inventory, and operational oversight of office supplies, equipment, and vendor services for the department administrative suite.
Monitor compliance with financial policies and funding source requirements.
Suggest and implement cost-saving strategies.
Assist in the coordination/preparation of short- and long-term strategic plans and goals.
Assist in gathering and summarizing information for special initiatives.
May research information to facilitate communication processes.
Oversee and maintain records management for the Department Chair to ensure compliance with policy.
Review, resolve, and respond to requests for information, data, services, complaints, etc.
Serve as the point of contact for the Department Executive Officer, coordinating communications from intake through resolution.
Draft, edit, and prepare correspondence and other confidential communications.
Exercise independent judgment in responding to correspondence and managing communications on behalf of the department administrative team.
Coordinate HCIS access requests, telecommunications requests, maintenance requests, and other administrative services.
Serve as department liaison with internal and external stakeholders.
Maintain the highest level of confidentiality while handling sensitive information.
Demonstrate professionalism, discretion, and sound judgment while representing the Department of Internal Medicine.