Admin Services Specialist
Description
The Carver College of Medicine is seeking a Administrative Services Specialist, in Office of Student Affairs and Curriculum (OSAC), to provide executive level administrative support for the Director and Assistant Director of Student Financial Services for all function of the financial services unit of the Office of Student Affairs and Curriculum (OSAC); provide information and advice to all OSAC staff/faculty (including Deans and other departmental/unit directors) on policies and procedures related to expenditures, human resources, travel, procurement services, payroll; manage calendars and schedule meetings, conferences and events as required; to co-supervise the departmental office assistants; to assist medical students and answer their questions for the financial aid process, student activities and various other services available to them (healthcare, U-bills, general support, etc.). This position is eligible for a hybrid work structure within Iowa with the majority of work taking place on the University of Iowa campus with one day a week remote.
Percent Time: 100%
Primary duties to include:
Operational Support and Management
Provide administrative support to the Director and Asst. Director of Financial Services for all functions of the unit of the Office of Student Affairs and Curriculum (OSAC).
Serve as primary contact to faculty, staff, students, alumni and public concerning the financial services unit for OSAC, including greeting visitors, answering the phone and answering questions or making appropriate referrals.
Conduct independent informational searches to answer student questions.
Respond to multiple student inquiries about financial aid application process and aid disbursement issues daily.
Refer students to appropriate person/department when needed.
Participate in assigned unit meeting and recommend procedural and policy changes when appropriate. Maintain daily calendars for Financial Services Director and Asst. Director.
Coordinate meetings and conferences.
Perform key role as coordinator of financial transactions, tracking credit card transactions as well as updating assets to revenue on UI E-deposit system. Serve as the AOA student organization financial support person.
Annual dues collection/depositor and assistant with fall initiation program and spring banquet each year as well as monitoring their financial accounts each month.
Verify departmental support for individual Department Head’s approval to support their AOA member(s) to fund spring banquet and dues payments.
Assist in organizing off-site AAMC conference including conference programming, conference speakers, registrations, meal planning and attending event. Initiate requisitions and vouchers, maintain accounting records, reconcile monthly accounting statements for multiple accounts, and verify expense vouchers for correct account classification and appropriateness of MFK for the entire OSAC division. Monitor TDR (Transaction Detail Reports) on a monthly basis. Process and update payroll paperwork as needed.
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).
Co-supervise student employees within the OSAC department. Schedule interview appointments for prospective student employees and handle the advertising and appointment paperwork. Complete annual performance evaluations and verify timesheets of student employees. Maintain electronic calendars for student employees. (daily work schedule and monitoring of daily tasks). Verify employment performance for future job references.
Serve as the OTAC Human Resources recruiter for OSAC. Review applications received for open positions, determine if the candidate meets the qualifications along with Search Committee Chair input. Schedule Search Committee meetings and handle communication in accordance with committee decisions. Contact candidates and arrange interview day in consultation with Search Committee Chair. Once top candidate is identified, request reference report and criminal background check.
May provide functional and/or administrative supervision of staff. May initiate, review, edit and approve routine HR transactions at the department/unit level. May exercise knowledge of HR policies and procedures; may provide basic guidance and advice at the direction of organizational Human Resources.
Financial Responsibility
Serve as the primary database manager and point of contact for the Financial Services unit of OSAC, including communicating with the Carver College of Medicine database analysts regarding performance, required updates and desired modifications as required. Develop and review content for initiating scholarship letters for various awards. University of Iowa Center for Advancement One Solution system is utilized for this information. Monitor daily MAUI financial aid change reports to ensure synchronization with our financial aid database.
Initiate requisitions and vouchers, maintain accounting records, reconcile monthly accounting statements for multiple accounts, and verify expense vouchers for correct account classification and appropriateness of MFK for the entire OSAC division. Monitor TDR (Transaction Detail Reports) on a monthly basis. Process and update payroll paperwork as needed.
Maintain the departmental credit cards, including serving as departmental expeditor, reconcile monthly credit statements, and train new employees regarding the use/limitations of the credit card. Receive and process bills, make needed deposits, contact vendors regarding bill discrepancies, and maintain appropriate records of all financial transactions for the requisite time period.
Analyze, monitor and report financial data, information and reports. May initiate and/or approve routine fiscal transactions.
Assist Director with fiscal budgeting process (StrataJazz) and monitor fund allocations and expenditures. Respond to questions regarding appropriate award usages and requests for adjustments to account closing dates. Compose appropriate correspondence in follow-up to such requests. Prepare periodic reports related to budgets and expenditures as needed.
Assist in the preparation of strategic plans in support of the Dean, Director, DEO, or VP. Recommend edits to related documentation.
Coordinate the production, distribution and maintenance of financial aid award letters to all currently enrolled and admitted medical students. Compose correspondence requiring judgment in the application of policies and procedure in assigned work areas. Requires knowledge of collegiate and Student Financial Aid office, UI Foundation, UI Business Office and UI Registrar’s office policies.
Collect, tabulate and analyze data for various U-bill charging using the MAUI system. Various charges include parking, pagers, and white coats. Miscellaneous student organization data is also reviewed, tabulated and collected. Examples of these approved U-bill charges are Crista Gala, DVIP Bench Press and Med School Tickets (Frolics, etc.). Research, retrieve and exercise discretion and judgment with confidential financial information from university mainframe systems such as MAUI workflow system and HRIS.
Provide information/advice to OSAC staff on university policies/procedures related to the accounts payable system, workflow, payroll, human resources and travel regulations. Answer financial accounting (MFK and institutional account) questions for about 50 OSAC staff. Train new unit employees on departmental accounting system details.
Research information to facilitate communication process. Review, resolve and respond to requests for information, data, services, complaints, etc.
Access OSAC Dean’s calendars for backup purposes. Utilize EMS (Electronic Management System) for room scheduling for OSAC events.
May develop and coordinate internal and external communications.
About The Office of Student Affairs and Curriculum:
The Office of Student Affairs and Curriculum (OSAC) is the group of 35 professionals that most directly facilitates the activities of medical students at the Carver College of Medicine. The mission is to provide an environment of scholarship and humanism in which our students can become the well-rounded physicians of tomorrow, fully prepared to enter into their professional lives focused on the well-being of their patients and communities. OSAC consists of 10 units, each focused on an aspect of student life. Among our duties are the selection of students that will thrive in this academic environment; to facilitate the delivery of a medical curriculum that provides the best didactic and practical learning experiences possible; to provide opportunities for students to experience the world through research, service, travel, and the humanities; and to support students throughout the learning process.
EDUCATIONAL REQUIREMENTS:
Bachelor’s degree in business administration or related field, or an equivalent combination of education are experience are required.
1 or more years of administrative experience is required.
Excellent written and verbal communication skills are required.
Proficiency in computer software packages, databases, spreadsheet programs, and online systems is required.
Experience with financial record keeping is required.
Experience in collecting and analyzing data and providing reports as needed is required.
Ability to organize and prioritize multiple tasks is required.
DESIRABLE QUALIFICATIONS:
Experience working with graduate/professional students is desirable.
Some knowledge of financial aid or financial services is desirable.
A working knowledge of the University of Iowa and experience with Accounts Payable/Travel policies and procedures and some familiarity with university systems such as MAUI, and Center for Advancement computer systems is desirable.
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 stacy-pruter@uiowa.edu
Hybrid within Iowa: This position is eligible for hybrid work within Iowa and will require a work arrangement form to be completed upon the start of your employment. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program and related policies and employee travel policy when working at a remote location.
Equal opportunity/affirmative action employer
The 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, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, gender identity, or associational preferences.
Persons with disabilities who need assistance or accommodations with the application or interview process may contact University Human Resources/Faculty and Staff Disability Services, (319) 335-2660 or fsds@uiowa.edu. For jobs in UI Health care, please contact UI Health care Leave & Disability Administration at 319-356-7543.
