Admin Services Specialist - GME Office
Provide administrative and operational support to residents, fellows, Graduate Medical Education (GME) Leadership, GME Office staff, Program Directors, and Program Coordinators across a broad spectrum of GME activities. This position performs administrative HR functions that require discretion, independent judgement, attention to detail, and assists the GME Operations/HR Manager in leading these efforts. Maintaining confidentiality is critical.
Responsibilities:
- Independently perform a wide variety of key operational and human resources related GME duties, including:
- Use critical thinking to respond to or triage a multitude of complex incoming GME queries and requests for information. (in-person, via phone, or electronic)
- Initiate, edit, and approve HR transactions and ensure adherence to guidelines and regulations.
- Perform multiple required onboarding activities for GME staff and 280 house staff annually.
- Assist in the review, maintenance, and revision of small- and large-scale work processes.
- Provide training and supervision to GME Operations support staff.
- Provide support to the GME HR Manager by assisting in the completion of a variety of HR activities.
- Support the daily operations of the GME Office and assist as needed with a large variety of GME projects and activities as they arise.
- Develop and present information/training regarding HR issues to GME Program Coordinators.
- Serve as a notary public.
- Develop, maintain and analyze new operational and HR reports.
- Independently Analyze monthly payroll reports.
- Assist in the maintenance, organization, storage and retrieval of training and employment records and other files.
- Be facile in MedHub scheduling and assist in the training of Program Coordinators and GME Office staff.
- Address issues present in MedHub regarding scheduling and demographic error reports.
- Manage ELMS for GME Staff
- Work with colleagues to quality check data and produce accurate Medicare cost reports for UIHC.
- Assist with leaves of absence in MedHub in collaboration with program/department personnel.
- Respond to and problem solve MedHub support tickets submitted by users including trainees, Program Coordinators, and Program Directors.
- Run and distribute routine reports.
- Assist the Director of GME with policy review and tracking.
- Program Coordinator job descriptions
- recruitment,
- training and professional development,
- creation of training materials,
- training regarding policies/rules,
- trainee scheduling,
- program portfolios,
- documentation checklists,
- mentoring Program Coordinators throughout their careers,
- provision of temporary support to programs transitioning between Program Coordinators
- Program Directors support, as needed
- Perform other duties as assigned
Pay Level: 3B
Required Qualifications:
- Bachelor’s degree and/or appropriate combination of relevant experience and education
- Minimum one year of related experience
- Excellent verbal and written communication skills
- Commitment to confidentiality
- The ability to interpret, apply, and communicate policies, rules, and standards
- Experience working collaboratively with leadership and support staff (e.g., DEOs, CDAs, program staff, GME Office)
- Experience using Microsoft Office
Desired Qualifications:
- Experience training others on work processes
- Knowledge or experience in GME
- Experience as a Program Coordinator for a residency and/or fellowship
- Experience working in an HR information system (HRIS)
- The ability to track, produce, analyze and depict quantitative and qualitative operations data
Position and Application details:
To be considered for an interview, applicants must upload the following documents and mark them as “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 at 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. This position is not eligible for university sponsorship for employment authorization. Please contact sara-ingoldsby@uiowa.edu with any questions.
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.
