Admin Services Specialist

5 months ago

Iowa City, United States University of Iowa Full time

Operational Support and Management:

Responsible for managing the Pharmacy Workforce Database within the Iowa Health Professions Inventory, including data collection, data entry and analysis, and the generation of reports of the analysis, primarily in graphical representations. 

Coordinates and supports offerings within Regularly Scheduled Series (RSS) activities in Continuing Medical Education. 

Provides support for the Visiting Professor Program, communicating and collaborating with the administrative services coordinator to ensure successful programs. 

Coordinates and assists with planning and conducting conferences, meetings, workshops, and trainings conducted by OSCEP. 

Serves as a liaison with the administrative staff at the seven (7) University of Iowa Statewide Affiliated Family Medicine Residency Programs and the Des Moines Medical Education Consortium.

Assist with planning, developing, coordinating, and implementing short- and long-range goals as outlined in the strategic plan for the Office of Statewide Clinical Education Programs and CME.

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

Performs other duties as assigned by the Assistant Dean/Director of OSCEP and CME.

Human Resources (HR):

May initiate, review and approve routine HR transactions.

May provide functional and/or administrative supervision of staff.

Financial Responsibility:

Ensures compliance and payments from state appropriations for the Family Practice Program and the Primary Health Care funds. This includes the required time periods for payments in the proper amounts with accompanying documentation.

Assists the Assistant Dean/Director in developing the OSCEP budget with 14 separate MFKs, provides accurate forecasts of various expenses anticipated for the entire year and enters the information into the budget software system. 

Analyzes, monitors, and reports financial data and information to the Assistant Dean/Director of OSCEP monthly. Creates a monthly spreadsheet detailing each MFK revenue and expense amounts for the month/year. 

Makes decisions using independent judgement, recommendations, and resolution of issues regarding monthly reconciliation of all accounts. Completes monthly reconciliation of each MFK to ensure accuracy of expenses.

For year-end, starting in March, ensures the state appropriations will finish with a zero balance.

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

Strategic Planning:

Provide leadership for the Operations Committee for OSCEP and CME, including planning for major office maintenance and improvements. 

Assist in the preparation of strategic plans in support of the Assistant Dean. Recommends edits to related documentation.

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

Information Management:

Provide leadership of the Clinical Education Program database (CEP) including the development of a new, more efficient database, collecting and analyzing data and mapping results for reports.

Research information to facilitate communication process. Review, resolve and respond to requests for information, data, services, complaints, etc.

Communications Management:

Facilitate and ensure monthly changes to the OSCEP display case. 

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

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

Develop and coordinate internal and external communications via email and written correspondence with strict 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. Ability to pay close attention to details is required. Ability to follow through and complete assigned responsibilities is required. Advanced skills utilizing Microsoft Office Suite Software is required.  1-3years of experience in administration or administrative support is required. Excellent interpersonal, professionalism and customer service skills is required. Basic understanding of financial management, transactions, budgets and reading and managing of financial statements is required.  The ability to learn new software systems and to work with and understand databases is required. 

Position and Application details:

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.

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.

For additional questions, please contact 

Additional Information Classification Title: Admin Services Specialist Appointment Type: Professional and Scientific Schedule: Full-time Work Modality Options: On Campus Compensation Pay Level: 3B Contact Information Organization: Healthcare Contact Name: Stacy Pruter Contact Email: stacy-pruter@uiowa.edu

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