Admin Services Specialist - Department of Radiology

University of Iowa•Iowa City, IA

2d•Onsite

About The Position

The University of Iowa Health Care department of Radiology is seeking an Administrative Services Specialist to oversee the administrative operations. This position will work under the direction of the Clinical Department Administrator and Department Chair. Ensures the department is in compliance with institutional policies and procedures. Possess extensive knowledge of Radiology. Contribute to the success of the department by providing administrative services through the coordination and support of operations and lead the organization by planning, directing, and evaluating operations. This position requires a high level of discretion, confidentially, attention to detail and accuracy, and independent judgement, is able to collaborate and problem solve with all staff and faculty with a high level of respect, integrity and ethics.

Requirements

A Bachelor’s degree in Business Administration or a related field or an equivalent combination of related education and experience.
One to three years of administrative experience.
Demonstrated ability to resolve problems and develop operation solutions effectively and efficiently.
Excellent written, verbal, and interpersonal communication skills.
Must be proficient in computer software applications.
Candidate must be committed to fostering a welcoming working environment.

Nice To Haves

Knowledge of University of Iowa policies and procedures.
Experience working in a large academic medical center.
Experience working in customer service.
Previous supervisory experience.

Responsibilities

Coordinate and manage work processes/ administrative procedures and policies to increase efficient and effective operations for the Department of Radiology.
Make high-level independent decisions regarding operational, administrative and financial activities.
Assist with assuring compliance with various policies or procedures (e.g., Safety, Human Resources, and Purchasing).
Oversee all office maintenance, including monitoring facility work orders and office space master lists.
Serve as main contact for facility remodel projects by monitoring requests and projects from start, billing, through completion.
Oversee department space planning.
Oversee departmental directory to ensure current reading room, offices, outreach clinics, telephone, and voalte phone numbers.
Serve as the QGenda department expert; manage the QGenda scheduling system; Delegate maintenance and system updates.
Work directly with support staff and faculty on all QGenda related items
Provide oversite of computers, conference room equipment, and meeting modules (i.e. Zoom/Teams)
Provide oversite of all department conference room schedules
Resolve moderately complex HR issues.
May review, edit and approve HR transactions for the Department of Radiology.
May exercise knowledge of HR policies and procedures; may provide basic guidance and advice at the direction of organizational Human Resources.
Coordinate administrative and executive support functions.
Partner with HR to support onboarding activities, including professional photos, lab coats, voicemail setup, and long-distance codes.
Provide functional supervision to the other administrative and executive support staff.
Facilitate general orientation for new employees (e.g., office tours, breakroom, recycling protocols).
Collaborate with HR and credentialing offices to support faculty privileging, licensure, and credentialing processes.
Coordinate OPPE (Ongoing Professional Practice Evaluation) documentation and tracking.
Support faculty reviews and promotions by coordinating timelines, documentation, and communications.
Assist with faculty recruitment coordination, including interview logistics, itineraries, and candidate communications.
Serve as ELMS timecard system specialist; train staff and supervisors on appropriate usage.
Assist in department budget development.
Manage financial data and information for department.
May approve daily fiscal transactions.
Collaborate with the Financial Manager to ensure compliance with cash handling policies.
Act as departmental expert on PCards and travel policies; guide staff and faculty on appropriate usage.
Serve as liaison with Accounts Payable for policy and procedural matters.
Maintain and update the department’s master list of contracts, MOUs, and special agreements.
Coordinate with Purchasing to ensure proper documentation and completion of PSAs, MOUs, and RFPs.
Develop, implement and evaluate strategic plans for the Department of Radiology.
Lead and facilitate special departmental initiatives.
Create and manage project documentation (e.g., charters, A3s, PDSAs, RCAs).
Assist with the creation and management of Requests for Proposals (RFPs).
Participate in weekly clinical leadership meetings and provide updates on operations and staffing.
Delegate and track meeting minutes and action items.
Lead the Radiology Advocate Committee, manage rosters, inbox, and calendar.
Coordinate department reward and recognition programs.
Review, resolve and respond to requests for information, data, services, complaints, etc.
Manage departmental information disseminated to faculty and staff regarding operational activities including the appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures.
Oversee department websites and intranet (e.g., College of Medicine Radiology site, Light Box).
Coordinate creative media efforts including flyers, newsletters, and presentations.
Serve as liaison with University of Iowa Health Care Marketing and Communication for campaigns and special projects.
May review, approve and implement the communication strategy/plan.
Manage the employee “Shout Out” recognition program.
Maintain and update the faculty photo board.
Review and manage “Radiology All” email distribution requests to ensure appropriate communication flow.