Admin Services Specialist Assistant to DEODAO (Neurology)

Position Summary

The Administrative Services Specialist functions as the Executive Assistant to the Department of Neurology 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 the Vice Chairs or the Department Administrative Office and should be proficient with details timelines and meeting expectations. The Specialist will support the mission vision and values of the Department of Neurology 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 Department Administrative Officer (DAO) or their designee.

Position Responsibilities

• Provide all aspects of high level confidential administrative support to DEO and DAO which includes financial strategic personnel disciplinary and other highly sensitive information.
• Develop and maintain secure and organized physical and electronic filing systems.
• Coordinate preparation and distribution of standard reports.
• Manages the Department Chairs/Vice Chairs schedule exercising judgment in prioritizing appointments determining meeting needs and maintaining calendar activities.
• Work with the DEO and DAO 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.
• In cooperation with DEO and other department leaders serve as a key department contact for UI Center for Advancement donors and potential donors.
• 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.
• Facilitate faculty annual review and promotion processes with Neurology Departmental HR as backup which may include preparation tracking follow up goals and other aspects of the process to ensure timely completion and high-quality feedback.
• Submits orders for equipment and materials for department as needed.

• Coordinates travel including flight arrangements hotel reservations car rental and meeting registrations for the Department Chair/Vice

  Chairs faculty recruits visitors and educational speakers.

• Collaborate with Departmental Accounting team to monitor Department spending in a variety of contexts (welcome events for trainees annual holiday dinner event divisional events etc.).
• Support the DEO and DAO to facilitate strategic planning and implementation of plans throughout the Department of Neurology.
• Partner with the DEO and DAO 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.
• In conjunction with other departmental admin staff maintains and updates the departmental website.
• Review patient satisfaction reports and comments and disseminate them to appropriate faculty Division Directors and administrative personnel.
• 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 flows to and from the DEO through a variety of venues (presentations correspondence meetings etc.).
• May 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.
• 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 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.
• Independently draft complex correspondence and communications to both internal and external recipients on a variety of topics as needed.
• Assist with coordinating new faculty onboarding (e.g. create orientation schedule request door access lab coats business cards give tours etc.)
• Monitor and file renewals for faculty licenses certifications and professional memberships.
• Manage faculty records (e.g. CVs Promotion/Tenure Annual Performance Review documents).
• As time allows and skills develop may assist in facilitating in conjunction with Department of Neurology 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.
  

The University of Iowa Health Care Medical Centerrecognized as one of the best hospitals in the United Statesis Iowas only comprehensive academic medical center and a regional referral center. Each day more than 12000 employees students and volunteers work together to provide safe quality health care and excellent service for our patients. Simply stated our mission is: Changing Medicine. Changing Lives.