Administrative Services Specialist - Urology

University of Iowa•Iowa City, IA

About The Position

The Department of Urology at University of Iowa Health Care is seeking an Administrative Services Specialist to contribute to the success of the department by providing executive level administrative support to the DEO, former DEO and Department Administrator by performing complex administrative, financial, communicative, and coordination support responsibilities, including managing schedules, correspondence, travel arrangements, and requiring contact with deans, directors, department heads, upper-level executives, faculty, staff, public, and private officials. Key Duties and Responsibilities: Provide direct assistance to the DEO, former DEO, and Department Administrator. Manage complex schedules, requiring judgement in determining meeting needs, discretion related to calendar activities, prioritization of appointments; arrange and manage itineraries, and maintain clinical calendar updates. Provide general administrative support. Partner with the DEO and Department Administrator to facilitate planning, developing, coordinating, and implementing short- and long-range goals as outlined in the strategic plan for the project, program, unit, department, or college/division. Assist with assuring compliance with various policies or procedures (Safety, HR, and Purchasing). Serve as contact to faculty, staff, students, alumni and public concerning inquiries or complaints requiring interpretation of policies, procedures and programs. Exercise discretion in obtaining and providing factual and confidential information related to UI Health Care and institutional operations. Assist with faculty Promotion & Tenure process. Coordinate meetings for the department's DCG committee to review the P&T packet. Ensure all documents are uploaded to the P&T CCOM website by the specified deadline. Oversee the annual review process of probationary and tenured faculty with the DEO and division directors. Ensure all evaluations are signed and uploaded to the CCOM (FRAP) system by the specified deadline. Compose original correspondence for DEO and Department Administrator, requiring a high level of discretion, judgment and effective written, verbal, and interpersonal communication skills. Prepares presentations and talking points for the DEO and Department Administrator in relation to departmental, academic, and organizational priorities. Coordinate meetings, forums, and other events on behalf of the DEO and Department Administrator. Prepare agendas, documents and provide administrative support during assigned activities and meetings. Secure room reservations for meetings and conferences. Manage conference and shared room schedules. Coordinates faculty meeting processes. Prepares agendas, minutes, and assists presenters with preparations and presentations. Tracks, monitors, and follows the progress of projects and action items that generate from the DEO and/or Department Administrator’s office, or that are assigned to the DEO and/or Department Administrator. Obtain, tabulate and analyze data to prepare periodic and specialized reports to present to department leadership. Make travel arrangements for DEO, former DEO and Department Administrator, including hotel reservations, conference registrations, airfare, coordinating, planning, and interpreting policies and procedures; prepares and submits travel request forms and expense vouchers. Maintains department procurement card for purchasing needs, including travel needs for DEO, former DEO and Department Administrator. Track and reconcile card vouchers and expenditures following University policies and procedures. Prepare, pay and renew license, memberships, and certifications, monitoring the budget for the Chair and faculty. Notify Chair and CDA and work to resolve if faculty are over their allocation. Other duties and responsibilities as assigned.

Requirements

Bachelor's degree in a related field, or an equivalent combination of education and experience.
Minimum 1-3 years relevant administrative experience.
Excellent written, verbal and interpersonal communication skills.
Demonstrate careful attention to detail and accuracy, possess strong organizational skills, can handle multiple tasks quickly, and proactively prioritize requests from various sources to meet deadlines.
Proficiency in Microsoft office programs (Word, Excel, Power Point).

Nice To Haves

Previous administrative support experience in a health care or collegiate setting.
Previous administrative experience supporting executives, leaders or faculty.
Knowledge of University of Iowa and/or University of Iowa Health Care policies and procedures.

Responsibilities

Provide direct assistance to the DEO, former DEO, and Department Administrator.
Manage complex schedules, requiring judgement in determining meeting needs, discretion related to calendar activities, prioritization of appointments; arrange and manage itineraries, and maintain clinical calendar updates.
Provide general administrative support.
Partner with the DEO and Department Administrator to facilitate planning, developing, coordinating, and implementing short- and long-range goals as outlined in the strategic plan for the project, program, unit, department, or college/division.
Assist with assuring compliance with various policies or procedures (Safety, HR, and Purchasing).
Serve as contact to faculty, staff, students, alumni and public concerning inquiries or complaints requiring interpretation of policies, procedures and programs.
Exercise discretion in obtaining and providing factual and confidential information related to UI Health Care and institutional operations.
Assist with faculty Promotion & Tenure process.
Coordinate meetings for the department's DCG committee to review the P&T packet.
Ensure all documents are uploaded to the P&T CCOM website by the specified deadline.
Oversee the annual review process of probationary and tenured faculty with the DEO and division directors.
Ensure all evaluations are signed and uploaded to the CCOM (FRAP) system by the specified deadline.
Compose original correspondence for DEO and Department Administrator, requiring a high level of discretion, judgment and effective written, verbal, and interpersonal communication skills.
Prepares presentations and talking points for the DEO and Department Administrator in relation to departmental, academic, and organizational priorities.
Coordinate meetings, forums, and other events on behalf of the DEO and Department Administrator.
Prepare agendas, documents and provide administrative support during assigned activities and meetings.
Secure room reservations for meetings and conferences.
Manage conference and shared room schedules.
Coordinates faculty meeting processes.
Prepares agendas, minutes, and assists presenters with preparations and presentations.
Tracks, monitors, and follows the progress of projects and action items that generate from the DEO and/or Department Administrator’s office, or that are assigned to the DEO and/or Department Administrator.
Obtain, tabulate and analyze data to prepare periodic and specialized reports to present to department leadership.
Make travel arrangements for DEO, former DEO and Department Administrator, including hotel reservations, conference registrations, airfare, coordinating, planning, and interpreting policies and procedures; prepares and submits travel request forms and expense vouchers.
Maintains department procurement card for purchasing needs, including travel needs for DEO, former DEO and Department Administrator.
Track and reconcile card vouchers and expenditures following University policies and procedures.
Prepare, pay and renew license, memberships, and certifications, monitoring the budget for the Chair and faculty.
Notify Chair and CDA and work to resolve if faculty are over their allocation.
Other duties and responsibilities as assigned.