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Administrative Services Coordinator

2 months ago

Iowa City, Iowa, United States University of Iowa Full time

Operational Support and Management:

Accountable for overseeing the Pharmacy Workforce Database within the Iowa Health Professions Inventory, which includes responsibilities for data collection, entry, analysis, and the creation of analytical reports, primarily in graphical formats.

Facilitates and enhances offerings within Regularly Scheduled Series (RSS) activities in Continuing Medical Education.

Provides assistance for the Visiting Professor Program, collaborating closely with the administrative services coordinator to ensure the success of programs.

Coordinates and aids in the planning and execution of conferences, meetings, workshops, and training sessions organized by OSCEP.

Acts as a liaison with the administrative personnel at the seven University of Iowa Statewide Affiliated Family Medicine Residency Programs and the Des Moines Medical Education Consortium.

Assists in the planning, development, coordination, and implementation of both short- and long-term objectives as outlined in the strategic plan for the Office of Statewide Clinical Education Programs and CME.

Supports compliance with various policies and procedures (e.g., Safety, Human Resources, and Purchasing).

Performs additional tasks as directed by the Assistant Dean/Director of OSCEP and CME.

Human Resources (HR):

May initiate, review, and authorize routine HR transactions.

May provide functional and/or administrative oversight of staff.

Financial Oversight:

Ensures adherence to compliance and payment processes from state appropriations for the Family Practice Program and Primary Health Care funds, including the necessary timeframes for payments with appropriate documentation.

Assists the Assistant Dean/Director in formulating the OSCEP budget, which includes 14 distinct MFKs, providing accurate forecasts of anticipated expenses for the entire year and entering this information into the budget software system.

Analyzes, monitors, and reports financial data to the Assistant Dean/Director of OSCEP on a monthly basis, creating a detailed spreadsheet that outlines each MFK's revenue and expense amounts for the month/year.

Makes decisions using independent judgment, offering recommendations and resolving issues related to the monthly reconciliation of all accounts. Completes monthly reconciliations for each MFK to ensure expense accuracy.

At year-end, starting in March, ensures that state appropriations conclude with a zero balance.

May initiate and/or approve routine financial transactions, including meetings, travel reimbursements, supplies, and other expenses.

Strategic Planning:

Provides leadership for the Operations Committee for OSCEP and CME, including planning for significant office maintenance and enhancements.

Assists in preparing strategic plans in support of the Assistant Dean, recommending edits to related documentation.

Monitors the status of the OSCEP strategic plan and communicates progress or challenges to the Assistant Dean/Director.

Information Management:

Leads the Clinical Education Program database (CEP), including the development of a new, more efficient database, data collection, analysis, and mapping results for reports.

Researches information to facilitate communication processes. Reviews, resolves, and responds to requests for information, data, services, and complaints.

Communications Management:

Facilitates and ensures monthly updates to the OSCEP display case.

Achieves proficiency in the use of Microsoft Teams and serves as a departmental resource for OSCEP and CME.

Must be skilled in PowerPoint, Excel, Word, Corel Draw, and Microsoft Publisher.

Develops and coordinates internal and external communications via email and written correspondence with meticulous attention to detail.

Required Qualifications:

  • A bachelor's degree or an equivalent combination of education and experience is required.
  • Excellent written and verbal communication skills are required.
  • Attention to detail is essential.
  • Ability to follow through and complete assigned responsibilities is required.
  • Advanced skills in utilizing Microsoft Office Suite Software are required.
  • 1-3 years of experience in administration or administrative support is required.
  • Exceptional interpersonal, professionalism, and customer service skills are required.
  • Basic understanding of financial management, transactions, budgets, and the ability to read and manage financial statements is required.
  • The ability to learn new software systems and to work with and understand databases is required.

Position and Application Details:

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.

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

Additional Information:

  • Classification Title: Admin Services Specialist
  • Appointment Type: Professional and Scientific
  • Schedule: Full-time
  • Work Modality Options: On Campus
  • Pay Level: 3B