Administrative Services Specialist

Contributes to the success of the team in the Office of Statewide Clinical Education Programs (OSCEP) by providing administrative services including coordination and support of operations by planning directing and evaluating operations. Key areas of responsibility include operational information and communication management human resources financial and strategic planning. This position is not eligible for remote work.

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 support 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 and students.

Inputs and deletes information each year into the human resource information system to insure an accurate and up to date accounting of adjunct and complimentary appointments within the system.

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.

Responsible for making travel arrangements (processing trip IDs and travel expense vouchers fleet services requisitions)

Strategic Planning:

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

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

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

Information Management:

Provides leadership of the Clinical Education Program database (CEP) including the continual improvement and mastery of the database collecting and analyzing data and mapping results for reports. Primary responsibility in collecting data from residency and fellowship away rotations and information from PA and PT programs.

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

Communications Management:

Facilitates and ensures monthly changes to the OSCEP display case.

Achieves 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.

Develops and coordinate internal and external communications via email and written correspondence with strict attention to detail.