Admin Services Specialist | Iowa, IA

the President and Provost offices, collegiate leadership, various outside entities, as well as CCOM faculty, staff and students. Ensure timely flow of information to and from the Dean's Office, maintaining a constant and consistent voice in the Dean's office communications.

Ability to obtain and provide information requiring knowledge of UI Health Care, the University of Iowa and CCOM operations. Exercise independent judgment and recognize the need for a high level of confidentiality. Percent Time: 100%Duties to include: Operational Support and Management Make arrangements for meetings, forums, and other events on behalf of the Dean and Executive Dean. Prepare agendas, assemble materials

and provide administrative support during assigned activities and meetings. Coordinate the Executive Dean's schedule which includes administrative responsibilities and contacts.

Exercise judgment in prioritizing appointments, determining meeting needs and maintenance of calendar activities. Participate in Executive Calendar meetings to facilitate activities involving the CCOM, VPMA and UIHC CEO offices. Run weekly meetings with the Dean and immediate team members to coordinate calendaring needs. Assist with preparation required for calendared events sufficiently in advance to prepare remarks, conduct background research, coordinate necessary travel, and assist with any other needs as

determined by the Executive Dean. Attend leadership meetings as needed to support the Dean's office and promote communication.

Plan major events on behalf of the Dean in coordination with the UI Foundation, VPMA Office, and UIHC CEO office. Organizes large collegiate efforts related to accreditation or other collegiate initiatives. Serve as a member of the Dean's suite administrative support team and provide backup coverage to other members during sick leave/vacation absences. Keep the Dean's suite orderly, stocked, and set up for meetings as needed. Perform other duties as assigned. Financial Responsibility Coordinate travel, including flight arrangements, hotel reservations, car rental, and meeting registrations.

Prepare requests for travel and itineraries. Prepare travel expense vouchers upon return. Prepare itemized statements and maintain annual records for incurred travel expenses, honorariums, and other financial components related to the Dean's travel. Correspond with meeting organizers regarding presentations and audiovisual needs. Track, reconcile, and process procurement card vouchers and expenditures. Assist with purchasing necessary items and services and track budget for the Dean's office account/s in partnership with appropriate department admins.

Prepare, pay, and reconcile invoices for services, supplies and equipment as assigned. Monitor accounts/expenditures; reconcile statements. Strategic Planning May assist in researching/preparing collegiate strategic plans. Information Management Handle phone calls, greet and direct faculty, staff and other visitors to the Dean's suite offices. Answer multi-line telephone; handle or refer calls to the appropriate individual or area. Handle confidential materials with discretion. Create and maintain departmental informational and communication materials, including mass mailings (paper and e-mail).

Coordinate key mailings on behalf of the Dean in tandem with UI Foundation, VPMA, and UIHC CEO office. Maintain records tracking and data entry for collegiate data for AAMC, USNWR and other external entities. Assist with HR compliancy issues for staff/faculty once they reach the Dean's level. Communications Management Exercise discretion in obtaining and providing factual and confidential information related to UI Health Care and CCOM operations. Compose original documents, which may require initial background research on health care issues or clinical policies. Proofread correspondence, drafts, and other documents.

Prepare the final version of correspondence and other documents, including the appropriate formatting for each. Prepare remarks, talking points, and Power Point presentations for public speaking events as requested by the Dean or Executive Dean. Work with appropriate support staff to verify presentation content and ensure message is consistent with UI Health Care. Ensure the message is consistent with the Dean's voice and vision. Maintain effective working relationships with faculty, staff, students and the public. Education Required: A Bachelor's degree in Business, English or Health Policy, or an equivalent combination of education and experience is required.

Required Qualifications: Excellent customer service, public contact and verbal communication skills. Demonstrate proficiency in computer software applications, including Microsoft Word, Outlook, Excel, Power Point and Adobe Acrobat Professional. Ability to compose communications and grammatically correct documents in a concise, logical and organized manner. Some (6 mos. - 1 year) related administrative experience supporting the daily operations of an office and managing an executive-level calendar is required.

Demonstrate careful attention to detail and accuracy, ability to handle multiple tasks and to proactively establish priorities and meet deadlines. Must have valid driver license and ability to meet UI Risk Management driving requirements. Ability to escort individuals, such as VIPs and candidates, to various offices on campus. Requires occasional attendance at meetings, functions or events outside of normal working hours. Desired Qualifications: Two or more years of demonstrated experience working with confidential projects using discretion and independent judgment is highly desirable.

Previous experience supervising office staff Experience using HRIS to initiate and monitor electronic workflow transactions. Experience with manuscript preparation and submission, including bibliographic software. Some knowledge of University of Iowa policies, procedures, and regulations. Benefits Highlights: Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans. 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 itional Information Classification Title: Admin Services Specialist Appointment Type: Professional and Scientific Schedule: Full-time Compensation Pay Level: 3B Contact Information Organization: Healthcare Contact Name: Stacy Pruter Contact Email: University of Iowa is an equal opportunity/affirmative action employer.

All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, interaction, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.

S. veteran, service in the U. S. military, interactionual orientation, gender identity, or associational preferences.