Admin Services Specialist-Cardiothoracic Surgery

1 week ago

Iowa City, United States The University Of Iowa Full time

The Administrative Services Specialist functions as the Executive Assistant to the Department of Cardiothoracic Surgery DEO and serves as the communications specialist for the department. 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 will be tasked with specific projects related to the work of the DEO and the Department and should be proficient with details, timelines, and meeting expectations. In addition, this individual will plan, develop, implement, and assess inter- and intra-departmental communication and outreach efforts that represent the Department using diverse materials and channels, including print, digital, broadcast, and social media; public events; displays and exhibitions; and public speech. The Specialist will also provide secondary support to Department faculty. Ability to be flexible and approach workload with collaboration and teamwork is essential. A high level of professionalism, confidentiality, independent judgment, and inclusion is necessary in this position. Supervision of this individual will be shared by the DEO and Clinical Department Administrator.

Duties to include:

  • Provide all aspects of high level, confidential, administrative support to the DEO, CDA, and Department faculty which includes financial, strategic, personnel, disciplinary, and other highly sensitive information.
  • Assures compliance is met with various policies and procedures and partners with the administrator to support the overall mission and goals of the department.
  • Collaborate with Department Leadership Team to develop and implement a communication strategy.
  • Manages data/report requests.
  • Works with the DEO and CDA to ensure accuracy, coordination, and prioritization of calendars.
  • Manages special events and conferences for the DEO and Department, including budgeting and financial planning.
  • Departmental liaison for internal and external partners in the interpretation of policies, procedures, and projects, including collaboration with the UIHC Marketing and Communications team.
  • Identify opportunities to utilize communication and media to build the departmental brand, including faculty profiles, research grant highlights, new clinical research study openings, etc.
  • Develop marketing and outreach materials while collaborating with on-campus partners to ensure integration of content and alignment with branding standards.
  • Provide leadership, training, and guidance to administrative support staff throughout the Department, as needed.
  • Administer promotion and tenure process. First point of contact for faculty on promotion. Assist faculty to interpret the policies and procedures. surrounding promotion. Review and ensure dossiers are properly assembled.
  • Oversee annual reviews of all faculty (including Five Year Peer Review).
  • Partners with the DEO and CDA to facilitate operational, tactical, and strategic planning.
  • Prepare patient satisfaction reports, review patient comments, and disseminate to appropriate faculty, Division Directors, and administrative leadership.
  • Develop content or use templates to create newsletters, brochures, flyers, and other marketing materials to support conferences, presentations, and other outreach events.
  • Develop content, update, and maintain departmental websites and departmental professional social networking sites.
  • Maintains department procurement card for purchasing needs, including travel needs for DEO and faculty.
  • Makes travel arrangements for faculty candidates and coordinates expenses for travel expense voucher processing.
  • Tracks, monitors, and follows the progress of projects and action items that generate from the DEO's office, or that are assigned to the DEO.
  • Prepares presentations and talking points for the DEO in relation to departmental, academic, and organizational priorities.
  • Draft Department announcements, notifications, and other communications, as needed.
  • Understands organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed.
  • Prepares agendas, minutes, and assists presenters with preparations and presentations.
  • Independently draft complex correspondence and communications to both internal and external recipients on a variety of topics as needed.
  • May perform other duties as assigned.
Department Summary: The UI Health Care Department of Cardiothoracic Surgery is committed to saving lives - and improving our patients' quality of life- through excellent surgical techniques and extraordinary patient care. Our surgeons and medical professionals address a wide variety of complex medical issues. Our specialists provide critical surgical support among comprehensive, multidisciplinary teams.

Qualifications:

Required Qualifications:
  • A bachelor's degree in a related field or an equivalent combination of education and experience is required.
  • 1 to 3 years recent and relevant administrative experience supporting executives or leaders in a large organization.
  • Demonstrated experience with professional writing and communication. Ability to independently draft correspondence and communications at an executive level. Ability to collaborate and communicate professionally to a variety of audiences.
  • Proficiency in Microsoft office programs including Excel, Power Point, Teams, and Word.
  • Demonstrate careful attention to detail and accuracy, possess strong organizational skills, have the ability to handle multiple tasks quickly, and proactively prioritize requests from various sources in order to meet deadlines. Availability and flexibility to work outside of regular business hours as needed.
Desired Qualifications:
  • Knowledge of University of Iowa policies, procedures, IT services and standards.
  • Demonstrated experience developing, writing, and editing engaging content for social media and online platforms.
  • Previous experience in academic medicine administration or support.
Position and Application Details

Successful candidates will be subject to a criminal background check and education/credential verification. Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check. Up to 5 professional references will be requested at a later step in the recruitment process.

In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission:
  • Resume
  • Cover Letter
Job openings are posted for a minimum of 14 calendar days and may be removed from posting and filled any time after the original posting period has ended.

For additional questions, please contact Lydia Messer at lydia-messer@uiowa.edu

Benefits Highlights
  • Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans
  • The University of Iowa offers a generous benefits package, including paid vacation and paid sick leave. Complete information regarding the full benefits package may be viewed at: Benefits | University Human Resources - The University of Iowa (uiowa.edu)


Applicant Resource Center -

Need help submitting an application or accepting an offer? Support is available

Our Applicant Resource Center is now open in the Fountain Lobby at the Main Hospital.

Hours:

Tuesdays & Thursdays 2:00pm - 4:00pm

Or by appointment

Contact TAHealthCareSupport@healthcare.uiowa.edu to schedule a time to visit.

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