Administrative Services Specialist Urology

The Department of Urology at University of Iowa Health Care is seeking an Administrative Services Specialist to contribute to the success of the department by providing executive level administrative support to the DEO former DEO and Department Administrator by performing complex administrative financial communicative and coordination support responsibilities including managing schedules correspondence travel arrangements and requiring contact with deans directors department heads upper-level executives faculty staff public and private officials.

Key Duties and Responsibilities:

Provide direct assistance to the DEO former DEO and Department Administrator. Manage complex schedules requiring judgement in determining meeting needs discretion related to calendar activities prioritization of appointments; arrange and manage itineraries and maintain clinical calendar updates. Provide general administrative support.

Partner with the DEO and Department Administrator to facilitate 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 assuring compliance with various policies or procedures (Safety HR and Purchasing).

Serve as contact to faculty staff students alumni and public concerning inquiries or complaints requiring interpretation of policies procedures and programs.

Exercise discretion in obtaining and providing factual and confidential information related to UI Health Care and institutional operations.

Assist with faculty Promotion & Tenure process. Coordinate meetings for the departments DCG committee to review the P&T packet. Ensure all documents are uploaded to the P&T CCOM website by the specified deadline.

Oversee the annual review process of probationary and tenured faculty with the DEO and division directors. Ensure all evaluations are signed and uploaded to the CCOM (FRAP) system by the specified deadline.

Compose original correspondence for DEO and Department Administrator requiring a high level of discretion judgment and effective written verbal and interpersonal communication skills.

Prepares presentations and talking points for the DEO and Department Administrator in relation to departmental academic and organizational priorities.

Coordinate meetings forums and other events on behalf of the DEO and Department Administrator. Prepare agendas documents and provide administrative support during assigned activities and meetings. Secure room reservations for meetings and conferences. Manage conference and shared room schedules.

Coordinates faculty meeting processes. Prepares agendas minutes and assists presenters with preparations and presentations.

Tracksmonitors and follows the progress of projects and action items that generate from the DEO and/or Department Administrators office or that are assigned to the DEO and/or Department Administrator.

Obtain tabulate and analyze data to prepare periodic and specialized reports to present to department leadership.

Make travel arrangements for DEO former DEO and Department Administrator including hotel reservations conference registrations airfare coordinating planning and interpreting policies and procedures; prepares and submits travel request forms and expense vouchers.

Maintains department procurement card for purchasing needs including travel needs for DEO former DEO and Department Administrator. Track and reconcile card vouchers and expenditures following University policies and procedures.

Prepare pay and renew license memberships and certifications monitoring the budget for the Chair and faculty. Notify Chair and CDA and work to resolve if faculty are over their allocation.

Other duties and responsibilities as assigned.