Admin Services Specialist - Internal Medicine Administration

University of Iowa; Iowa City (IA); On-site; USD 55,000 - 75,000; Full time

Job summary

The University of Iowa in Iowa City seeks an Administrative Services Specialist to support the Department of Internal Medicine. You will manage calendars, coordinate travel, prepare agendas, and handle confidential communications for department leadership.

In this role you will oversee daily operations, implement process improvements, and coordinate HR-related transactions and procurement to support a fast-paced academic environment.

Qualifications

• A Bachelor's degree or equivalent combination of education and experience is required.
• Minimum of 3 years of related experience is required.
• Ability to manage complex and detailed calendars, schedule meetings, and respond to internal and external requests.
• Strong interpersonal skills and ability to navigate complex professional relationships.
• Excellent written, verbal, and interpersonal communication skills.

Responsibilities

• Provide primary administrative support for the Department of Internal Medicine DEO; manage calendars and travel arrangements.
• Coordinate meetings, agendas, notes/minutes, and handle confidential communications as requested.
• Oversee operations, develop SOPs, and improve efficiency within the department's administrative suite.
• Plan facilities, schedule rooms, arrange logistics for events, and manage AV support.
• Coordinate HR transactions, staff supervision, and procurement processes as needed.

Skills

Calendar management

Communication

Interpersonal skills

Independent work

Discretion

Education

Bachelor's degree or equivalent

Tools

Word

Outlook

PowerPoint

Excel

HRIS / PReq systems

Job description

Basic Function

Contribute to the success of the Department of Internal Medicine by providing administrative services through the coordination and support of the Department Chair/DEO, Department Administrative Officer, Departmental Vice Chairs, and the Department of Internal Medicine administrative team. The position works collaboratively with various internal and external leaders and administrators to plan, promote, coordinate and execute numerous administrative and operational activities for the Department. The role requires exceptional judgement, discretion, and the ability to independently manage multiple complex priorities in a fast-paced environment.

Basic Function

Contribute to the success of the Department of Internal Medicine by providing administrative services through the coordination and support of the Department Chair/DEO, Department Administrative Officer, Departmental Vice Chairs, and the Department of Internal Medicine administrative team. The position works collaboratively with various internal and external leaders and administrators to plan, promote, coordinate and execute numerous administrative and operational activities for the Department. The role requires exceptional judgement, discretion, and the ability to independently manage multiple complex priorities in a fast-paced environment.

Key Areas Of Responsibility

Operational Support and Management

• Provide primary administrative support for the Department of Internal Medicine DEO. Manage complex calendar, coordinate travel arrangements, oversee workflow processing, and serve as a trusted partner by anticipating needs while maintaining a high level coordination, discretion, prioritization and multi-tasking skills.
• Provide support with calendar, travel arrangements, workflow processing, and daily operations for the Department of Internal Medicine Department Administrative Officer (DAO), Department Vice Chairs, and members of the departmental administrative team.
• Serve as a trusted partner to departmental leadership by anticipating needs, independently managing competing priorities, and ensuring seamless execution.
• Plan, develop, coordinate and implement short- and long-range goals as outlined in the strategic plan for the department.
• Oversee and manage the administrative support operations. Identify and implement new methods to increase efficiency and quality. Develop and/or revise Standard Operating Procedures.
• Provide oversight and coordination of leadership meetings, events, retreats, symposiums, and departmental meetings including scheduling, preparing agendas, attending meetings and taking notes/minutes as requested, gathering and synthesizing data, and summarizing feedback.
• Plan and arrange for appropriate facilities and services in conjunction with program events. Schedule conference rooms or lecture hall; order refreshments; announce special lectures to appropriate group(s); process honorarium for visiting speakers; arrange transportation for visitors.
• Manage departmental conference room scheduling, meeting logistics, and AV support.
• Maintain oversight of daily operations to ensure common space, conference rooms, offices, and shared workspaces remain functional and appropriately supported.
• Provide oversight and coordination and serve as lead coordinator for Division Director recruitments including communication with potential candidates, securing visits dates, preparing and finalizing itineraries, securing travel needs, etc.
• Perform other duties and special projects as assigned.

Human Resources

• Exercise knowledge of HR policies and procedures; may provide basic guidance and advice.
• May serve as Unit Human Resources Representative for unit or department. May initiate and approve routine HR transactions.
• May provide functional and/or administrative supervision of staff.

Financial Responsibility

• Monitor expenditures and reconcile p-card transactions.
• May initiate and/or approve routine fiscal transactions.
• Initiate purchase orders, e-buy requisitions, travel reimbursements, and other departmental transactions.
• Coordinate ordering, inventory, and operational oversight of office supplies, equipment, and vendor services for the department administrative suite.
• Monitor compliance with financial policies and funding source requirements.
• Suggest and implement cost-saving strategies.

Strategic Planning

• Assist in the coordination/preparation of short- and long-term strategic plans and goals in support of the DEO, and the Department of Internal Medicine.
• Assist in gathering and summarizing information for special initiatives.

Information Management

• May research information to facilitate communication processes.
• Oversee and maintain records management for the Department Chair to ensure compliance with UI/UI Health Care/CCOM policy.
• Review, resolve and respond to requests for information, data, services, complaints, etc.

Communications Management

• Serve as point of contact for Department Executive Officer. Coordinate communications from intake through resolution.
• Draft, edit, and prepare correspondence and other confidential communications as requested.
• Exercise independent judgement in responding to correspondence and manage communications on behalf of the department administrative team.
• Coordinate HCIS access requests, telecommunications requests, maintenance requests, and other administrative services for the department administrative team.
• Serve as department liaison with internal and external stakeholders.
• Maintain the highest level of confidentiality while handling sensitive information.
• Demonstrate professionalism, discretion, and sound judgement while representing the Department of Internal Medicine.

Supervision Received

Supervision is received from the Associate Clinical Department Administrator.

Required Qualifications

• A Bachelor's degree or an equivalent combination of education and experience is required.
• A minimum of 3 years of related experience is required.
• Ability to manage complex and detailed calendars, schedule meetings, and respond to internal and external requests.
• Strong interpersonal skills. Ability to understand and navigate complex professional relationships.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office including Word, Outlook, PowerPoint, and Excel.
• Demonstrated ability to work independently to complete multiple projects with competing deadlines, superior organization and prioritization skills, and ability to meet deadlines.
• Ability to physically escort individuals, such as visiting speakers and faculty recruits, to various offices on campus.

Desired Qualifications

• Two or more years of demonstrated experience working with confidential projects using discretion and independent judgment is desired.
• Experience using HRIS to initiate and monitor electronic workflow transactions.
• Experience using University of Iowa ProTrav, E-Voucher and/or PReq systems is desired.
• Knowledge of University of Iowa policies, procedures, and regulations is desired.

Job openings are posted for a minimum of 7 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 [e-mail].

Additional Information

• Classification Title: Admin Services Specialist
• Appointment Type: Professional and Scientific
• Schedule: Full-time

Compensation

• Pay Level: 3B

Contact Information

• Organization: Healthcare
• Contact Name: Ashley Nelson
• Contact Email: [e-mail]