Admin Services Specialist Department of Surgery

The Administrative Services Specialist functions as the Executive Assistant to the Department of Surgery Departmental Executive Officer/Chair (DEO). Primary duties include supporting operations and planning activities and ensuring timely flow of information to and from the Office of the DEO to internal and external colleagues and constituents. The Specialist may be tasked with specific projects related to the work of the DEO or the Department and should be proficient with details timelines and meeting addition this individual is responsible for managing all patient complaints for the Department of Surgery. The Specialist will also provide supervision to divisional administrative support personnel and secondary support to the Division Directors and Faculty within the Department of Surgery. The Specialist will support the mission vision and values of the Department of Surgery and UI Health Care. Ability to be flexible and approach workload with collaboration and teamwork is essential. A high level of professionalism confidentiality and independent judgement is necessary in this position. Supervision of this individual will be shared by the DEO and Clinical Department Administrator (CDA).

Position Responsibilities:

Operational Support & 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.
Assist with assuring compliance with various policies or procedures (e.g. Safety Human Resources and Purchasing).
Provide all aspects of high level confidential administrative support to DEO and CDA which includes financial strategic personnel disciplinary and other highly sensitive information.
Develop and maintain secure and organized physical and electronic filing systems.
Process requisitions.
Coordinate preparation and distribution of standard reports.
Work with the DEO and CDA to ensure accuracy coordination and prioritization of calendars.
As needed assist with special events and activities for the DEO and/or Department.
Departmental liaison for internal and external partners in the interpretation of policies procedures and projects.
Provide leadership training and guidance to administrative support staff throughout the Department as needed.
In cooperation with DEO and other department leaders serve as a key department contact for UI Center for Advancement donors and potential donors.

Human Resources:
Maintain the highest level of confidentiality and discretion and thorough understanding of the internal dynamics/affairs of the department and the roles and responsibilities of the various divisions.
Provide line supervision of Department of Surgery Administrative Support Staff including hiring discipline performance reviews and day to day issues. Align behaviors and performance with department needs and expectations.
Facilitate in conjunction with Department of Surgery representatives Patient and Referring Provider complaints. Track investigate and coordinate draft responses for all patient complaints proposing service recovery actions including formal charge adjustment requests for reductions or alterations to patient bills where appropriate and/or collaboration with Legal Disruptive Patient Response Team and/or Threat Assessment Team where necessary. Establish positive relationships with OPE (Office of Patient Experience) staff and patient families who have had negative experiences working collectively to resolve complaints.
Provide backup coverage for Departmental HR to faculty annual review and promotion processes which may include preparation tracking follow up goals and other aspects of the process to ensure timely completion and high-quality feedback.
Serve as Departmental resource for review of Conflict of Interest/Commitment issues requiring a thorough understanding of University policies. Collaborate with Department HR and Finance personnel to assess and propose solutions.

Financial Responsibility:
Assist with reviewing and submitting relocation and recruitment expenses in partnership with Departmental Finance and HR personnel.
Collaborate with Departmental Finance team to monitor Department spending in a variety of contexts (welcome events for trainees annual holiday dinner event divisional events etc.).

Strategic Planning:
Support the DEO and CDA to facilitate strategic planning and implementation of plans throughout the Department of Surgery.
Partner with the DEO and CDA to contribute ideas and suggestions for operational tactical and strategic planning.
Build and track meeting agendas minutes and follow-up tasks in alignment with department and institutional priorities.
Review patient satisfaction reports and comments and disseminate to appropriate faculty Division Directors and administrative personnel.

Information Management:
Track monitor and follow the progress of projects and action items that generate from the DEOs office or that are assigned to the DEO.
Ensure information flow to and from the DEO through a variety of venues (presentations correspondence meetings etc.).
Prepare presentations and talking points for the DEO in relation to departmental academic and organizational priorities.
Understand organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed as well as effective support of the DEO.
Respond to internal and external requests concerning Department services and personnel in partnership with applicable department or institutional resources.

Communications Management:
Develop accurate professional memos directives and correspondence. This includes uniquely complex items e.g. promotion evaluation letters for individuals at other academic institutions (requires analysis of CVs scholarly articles promotional standards and processes and then generation of letter).
Prepare agendas meeting minutes and identify meeting participants. Requires attendance at monthly Surgical Council and Faculty Meetings.
Collect prepare and distribute briefing materials.
Maintain agendas minutes and assist presenters with preparations and presentations.
Track and ensure appropriate follow-up actions are taken.
Initiate subsequent follow-up meetings and communication for key stakeholders across the mission elements.
Sole responsibility for Patient and Referring Provider complaints.
Independently draft complex correspondence and communications to both internal and external recipients on a variety of topics as needed.

Percent of Time: 100%
Schedule: Monday through Friday 8:00 am to 5:00 pm.
Location: UI Health Care Medical Center University Campus
Pay Grade: 3B Pay Structure
Benefits Highlights:
Regular salaried position located in Iowa City Iowa.
Fringe benefit package including paid vacation; sick leave; health dental life and disability insurance options; and generous employer contributions into retirement plans. For more information on benefits please visit UI Health Care Benefits.
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