The University of Iowa
Administrative Services Specialist - Cancer Center
The University of Iowa, Iowa City, Iowa, United States, 52245
Overview
The Holden Comprehensive Cancer Center at the University of Iowa is seeking an Administrative Services Specialist to provide executive level administrative support to the Director, Deputy Director of Clinical Services, and the Executive Service Line Administrator. The role also assists other HCCC administrative personnel by performing complex administrative, financial, communicative, and coordination tasks, including managing schedules, correspondence, travel arrangements, and engaging with deans, directors, department heads, upper-level executives, faculty, staff, the public, and private officials. Responsibilities
Operational Support and Management Assist with 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. Ensure compliance with policies or procedures (Safety, HR, and Purchasing). Make decisions and exercise a high level of autonomy while performing administrative support for the Director of the Holden Comprehensive Cancer Center and other HCCC leaders, including planning, organizing, and monitoring daily activities, managing schedules, correspondence, and travel arrangements. Provide direct assistance to the HCCC Director, Deputy Director of Clinical Services, and the Executive Service Line Administrator. Manage complex schedules, determine meeting needs, exercise discretion with calendar activities, prioritize appointments, arrange itineraries, and maintain clinical calendar updates. Update and maintain accurate clinical schedules for the Director and Deputy Director Clinical Services in QGenda; submit benefit time and clinical changes into QGenda, ELMS, and Smart Web; ensure compliance with department and enterprise policies. Build, maintain, and coordinate faculty, APP, and resident clinic schedules for the Director and Deputy Director of Clinical Services. Collaborate with PAC representatives to accommodate changes, arrange coverage for provider absences, and ensure timely communication with PAC and residency program representatives regarding absences. Enter schedules into QGenda, Outlook calendars, and The Point. Plan, schedule, and coordinate business travel; prepare and distribute travel itineraries. Maintain multiple office calendars; schedule and coordinate meetings, conferences, and special events. Assist with HCCC event planning (yearly symposiums) including marketing, facilities, dietary needs, timetables, and progress monitoring. Coordinate HCCC meetings, external events (retreats, team-building, etc.) and conferences with facility rental and services; gather data, prepare agendas, take minutes where appropriate, and ensure detail accuracy. Support daily operations and administrative activities, including planning, organizing, and monitoring daily activities and schedules, and coordinating specialized and routine events. May require advanced knowledge in specific office, project, or program areas. Maintain effective working relationships with HCCC leadership, staff, students, donors, patients, and the public, serving as a primary contact for inquiries or complaints requiring interpretation of policies, procedures, and programs. Initiate routine facilities management and surplus requests. Perform other duties as assigned. Communications Management Develop and coordinate internal and external communications as needed. Compose and manage related communications including letters, emails, posters, etc., with strong attention to detail and effective written, verbal, and interpersonal communication skills. Prepare and administer correspondence; serve as liaison to faculty, staff, students, alumni, patients, and public regarding inquiries requiring interpretation of policies, procedures, and programs. Prepare correspondence for the Director including donor letters, prospective giving opportunities, and updates for key constituents. Prepare high-profile presentations for leadership, requiring extensive use of PowerPoint and careful preparation; monitor, file, and retain records of presentations. Communicate with department, college, and university resources as well as outside agencies. Information Management Research information to facilitate communication; review, resolve, and respond to information requests, data, services, or complaints. Evaluate requests and provide confidential information to appropriate parties with discretion and judgment. Serve as a primary contact for the project/unit/department by providing information and responding to inquiries; gather and provide information using available resources. Obtain, synthesize data, prepare agendas/minutes, and manage program details; coordinate meetings, site visits, seminars, visitors, videoconferences, and special events. Obtain, tabulate, and analyze data to update dashboards and prepare periodic and special reports. Maintain updated faculty biosketches/CVs for the Director, Deputy Director Clinical Services, and Executive Service Line Administrator. Strategic Planning Assist in preparing strategic plans in support of the Dean, Director, DEO, or VP; recommend edits to related documentation. Coordinate/preparation of strategic plans in support of HCCC; establish timelines, remind contributors, proof and edit. Assist with 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 completion tracking for initiatives and provide status updates; refresh dashboards and other key metrics as needed. Analyze, monitor, and report financial data; initiate and/or approve routine fiscal transactions; provide oversight on HCCC expenditures ensuring compliance with policies. Process and reconcile departmental procurement card and payments for HCCC Administration, including invoices, reimbursements, and honorariums; reconcile procurement card as needed. Receive and process donations and payments to the department. Initiate purchasing requests for conference food, office supplies, and medical equipment as needed. Initiate and complete licensure renewals and reimbursements for faculty and staff; assist with travel reimbursements and expense reports (e.g., TEVS). Monitor office and supply budgets; identify variances and initiate purchasing as needed. Human Resources May provide functional and/or administrative supervision of staff; may initiate, review, edit, and approve routine HR transactions; may provide guidance on HR policies and procedures. Serve as a primary bi-weekly ELMS approver for support staff and assist in advising faculty on appropriate codes; monitor ELMS accounts. Work with administration to approve faculty leave and schedule changes in the department scheduling database. Monitor required faculty compliance, attendance, and provide basic guidance. Coordinate clinical medical director appointments with institutional leadership; refine job descriptions, receive applicants, create appointment letters, facilitate bonus goals, and collect annual accomplishments. Interview, provide feedback, and/or make recommendations on staff hiring. May supervise Cancer Center administrative staff, including student and temporary staff; provide direction, assignments, feedback, coaching, and counseling to ensure outcomes; recommend salary increases, promotions, or status changes. Perform annual performance appraisals and solicit feedback for others to complete assessments. Serve as contact for job shadows and observerships; prepare and file documentation per hospital and department policies and College of Medicine guidelines. Exercise basic knowledge of HR policies as they apply to physicians, advanced practice providers, and staff. University Values and Supervisory Details
UI Health Care Core Values (WE CARE)
including Welcoming, Excellence, Collaboration, Accountability, Respect, and Empowerment. Supervision
Receives supervision from the Director of HCCC. May exercise supervision over staff, students, and temporary staff as applicable. Holden Comprehensive Cancer Center is a leading center within UI Health Care, with a mission to change medicine and lives. The position is a full-time, on-campus role with a 100% time allocation and standard work hours described as Monday – Friday, 40 hours per week. Pay Grade: 3B. Required Qualifications Bachelor’s degree in Business Administration, Communications, or a related field, or an equivalent combination of education and experience. Minimum 2-5 years of administrative/clerical experience. Experience creating schedules; excellent written, verbal, interpersonal, and customer service skills; strong organizational abilities. Experience researching and preparing reports, data entry, and document editing. Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Adobe Acrobat. Experience planning and overseeing meetings and events; ability to liaise with the organization. Ability to work outside of normal office hours when needed. Desirable Qualifications Experience in health care or collegiate settings; administrative support for division/hospital operations. Experience supporting program directors, leaders, and/or faculty; supervisory experience. Experience tracking expenses; knowledge of procurement and travel policies; purchasing and reconciling purchases; coordinating travel and lodging. Experience building and managing clinical schedules for faculty, APPs, residents, and learners; proficiency in QGenda, ELMS, and UI systems like Pro-Trav, SmartWeb, and The Point. Knowledge of UI Health Care policies, procedures, and regulations. Application Process Applicants should upload a resume and cover letter addressing how they meet the required and desirable qualifications. Job openings are posted for a minimum of 7 calendar days. Successful candidates will self-disclose conviction history and will undergo criminal background and credential verifications. References: Five professional references required at a later recruitment step. Additional Information Classification Title: Admin Services Specialist Appointment Type: Professional and Scientific Schedule: Full-time Work Modality: On Campus Pay Level: 3B Contact Information Organization: Healthcare Contact Name: Sarah Waldschmidt Contact Email: sarah-waldschmidt@uiowa.edu
#J-18808-Ljbffr
The Holden Comprehensive Cancer Center at the University of Iowa is seeking an Administrative Services Specialist to provide executive level administrative support to the Director, Deputy Director of Clinical Services, and the Executive Service Line Administrator. The role also assists other HCCC administrative personnel by performing complex administrative, financial, communicative, and coordination tasks, including managing schedules, correspondence, travel arrangements, and engaging with deans, directors, department heads, upper-level executives, faculty, staff, the public, and private officials. Responsibilities
Operational Support and Management Assist with 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. Ensure compliance with policies or procedures (Safety, HR, and Purchasing). Make decisions and exercise a high level of autonomy while performing administrative support for the Director of the Holden Comprehensive Cancer Center and other HCCC leaders, including planning, organizing, and monitoring daily activities, managing schedules, correspondence, and travel arrangements. Provide direct assistance to the HCCC Director, Deputy Director of Clinical Services, and the Executive Service Line Administrator. Manage complex schedules, determine meeting needs, exercise discretion with calendar activities, prioritize appointments, arrange itineraries, and maintain clinical calendar updates. Update and maintain accurate clinical schedules for the Director and Deputy Director Clinical Services in QGenda; submit benefit time and clinical changes into QGenda, ELMS, and Smart Web; ensure compliance with department and enterprise policies. Build, maintain, and coordinate faculty, APP, and resident clinic schedules for the Director and Deputy Director of Clinical Services. Collaborate with PAC representatives to accommodate changes, arrange coverage for provider absences, and ensure timely communication with PAC and residency program representatives regarding absences. Enter schedules into QGenda, Outlook calendars, and The Point. Plan, schedule, and coordinate business travel; prepare and distribute travel itineraries. Maintain multiple office calendars; schedule and coordinate meetings, conferences, and special events. Assist with HCCC event planning (yearly symposiums) including marketing, facilities, dietary needs, timetables, and progress monitoring. Coordinate HCCC meetings, external events (retreats, team-building, etc.) and conferences with facility rental and services; gather data, prepare agendas, take minutes where appropriate, and ensure detail accuracy. Support daily operations and administrative activities, including planning, organizing, and monitoring daily activities and schedules, and coordinating specialized and routine events. May require advanced knowledge in specific office, project, or program areas. Maintain effective working relationships with HCCC leadership, staff, students, donors, patients, and the public, serving as a primary contact for inquiries or complaints requiring interpretation of policies, procedures, and programs. Initiate routine facilities management and surplus requests. Perform other duties as assigned. Communications Management Develop and coordinate internal and external communications as needed. Compose and manage related communications including letters, emails, posters, etc., with strong attention to detail and effective written, verbal, and interpersonal communication skills. Prepare and administer correspondence; serve as liaison to faculty, staff, students, alumni, patients, and public regarding inquiries requiring interpretation of policies, procedures, and programs. Prepare correspondence for the Director including donor letters, prospective giving opportunities, and updates for key constituents. Prepare high-profile presentations for leadership, requiring extensive use of PowerPoint and careful preparation; monitor, file, and retain records of presentations. Communicate with department, college, and university resources as well as outside agencies. Information Management Research information to facilitate communication; review, resolve, and respond to information requests, data, services, or complaints. Evaluate requests and provide confidential information to appropriate parties with discretion and judgment. Serve as a primary contact for the project/unit/department by providing information and responding to inquiries; gather and provide information using available resources. Obtain, synthesize data, prepare agendas/minutes, and manage program details; coordinate meetings, site visits, seminars, visitors, videoconferences, and special events. Obtain, tabulate, and analyze data to update dashboards and prepare periodic and special reports. Maintain updated faculty biosketches/CVs for the Director, Deputy Director Clinical Services, and Executive Service Line Administrator. Strategic Planning Assist in preparing strategic plans in support of the Dean, Director, DEO, or VP; recommend edits to related documentation. Coordinate/preparation of strategic plans in support of HCCC; establish timelines, remind contributors, proof and edit. Assist with 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 completion tracking for initiatives and provide status updates; refresh dashboards and other key metrics as needed. Analyze, monitor, and report financial data; initiate and/or approve routine fiscal transactions; provide oversight on HCCC expenditures ensuring compliance with policies. Process and reconcile departmental procurement card and payments for HCCC Administration, including invoices, reimbursements, and honorariums; reconcile procurement card as needed. Receive and process donations and payments to the department. Initiate purchasing requests for conference food, office supplies, and medical equipment as needed. Initiate and complete licensure renewals and reimbursements for faculty and staff; assist with travel reimbursements and expense reports (e.g., TEVS). Monitor office and supply budgets; identify variances and initiate purchasing as needed. Human Resources May provide functional and/or administrative supervision of staff; may initiate, review, edit, and approve routine HR transactions; may provide guidance on HR policies and procedures. Serve as a primary bi-weekly ELMS approver for support staff and assist in advising faculty on appropriate codes; monitor ELMS accounts. Work with administration to approve faculty leave and schedule changes in the department scheduling database. Monitor required faculty compliance, attendance, and provide basic guidance. Coordinate clinical medical director appointments with institutional leadership; refine job descriptions, receive applicants, create appointment letters, facilitate bonus goals, and collect annual accomplishments. Interview, provide feedback, and/or make recommendations on staff hiring. May supervise Cancer Center administrative staff, including student and temporary staff; provide direction, assignments, feedback, coaching, and counseling to ensure outcomes; recommend salary increases, promotions, or status changes. Perform annual performance appraisals and solicit feedback for others to complete assessments. Serve as contact for job shadows and observerships; prepare and file documentation per hospital and department policies and College of Medicine guidelines. Exercise basic knowledge of HR policies as they apply to physicians, advanced practice providers, and staff. University Values and Supervisory Details
UI Health Care Core Values (WE CARE)
including Welcoming, Excellence, Collaboration, Accountability, Respect, and Empowerment. Supervision
Receives supervision from the Director of HCCC. May exercise supervision over staff, students, and temporary staff as applicable. Holden Comprehensive Cancer Center is a leading center within UI Health Care, with a mission to change medicine and lives. The position is a full-time, on-campus role with a 100% time allocation and standard work hours described as Monday – Friday, 40 hours per week. Pay Grade: 3B. Required Qualifications Bachelor’s degree in Business Administration, Communications, or a related field, or an equivalent combination of education and experience. Minimum 2-5 years of administrative/clerical experience. Experience creating schedules; excellent written, verbal, interpersonal, and customer service skills; strong organizational abilities. Experience researching and preparing reports, data entry, and document editing. Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Adobe Acrobat. Experience planning and overseeing meetings and events; ability to liaise with the organization. Ability to work outside of normal office hours when needed. Desirable Qualifications Experience in health care or collegiate settings; administrative support for division/hospital operations. Experience supporting program directors, leaders, and/or faculty; supervisory experience. Experience tracking expenses; knowledge of procurement and travel policies; purchasing and reconciling purchases; coordinating travel and lodging. Experience building and managing clinical schedules for faculty, APPs, residents, and learners; proficiency in QGenda, ELMS, and UI systems like Pro-Trav, SmartWeb, and The Point. Knowledge of UI Health Care policies, procedures, and regulations. Application Process Applicants should upload a resume and cover letter addressing how they meet the required and desirable qualifications. Job openings are posted for a minimum of 7 calendar days. Successful candidates will self-disclose conviction history and will undergo criminal background and credential verifications. References: Five professional references required at a later recruitment step. Additional Information Classification Title: Admin Services Specialist Appointment Type: Professional and Scientific Schedule: Full-time Work Modality: On Campus Pay Level: 3B Contact Information Organization: Healthcare Contact Name: Sarah Waldschmidt Contact Email: sarah-waldschmidt@uiowa.edu
#J-18808-Ljbffr