Admin Services Specialist - GME Office
The Graduate Medical Education Office is seeking an Administrative Services Specialist to provide primary executive administrative and operational support for the GME Associate Dean/Associate Hospital Director and the GME Director. Responsible for critical internal communications with health care administrators at all levels, faculty physicians, resident and fellow physicians, and program coordinators as well as external critical communications with various professional societies, accrediting and certifying boards, and external educational institutions. Works independently and in concert with other UIHC GME office staff on various short- and long-term projects. Plans, schedules and arranges meetings, calls, and orientations, including the drafting of agendas, minutes, programs, and correspondence. Tracks and organizes electronic communications, presentations, travel, transactions, reports, documents and ad hoc reviews across a wide spectrum of GME topics.
Responsibilities include:
- Serves as the primary contact and liaison for the GME Associate Dean/Associate Hospital Director and the GME Director regarding internal and external relationships; communicates directly with departmental officers and hospital leadership.
- Frequently and independently uses discernment to triage complex incoming issues among the various, cross-functional teams within the GME office and across clinical departments, regarding educational initiatives, GME human resource issues, legal and accreditation matters.
- Manages communications and complex schedules for the GME Associate Dean/Associate Hospital Director and the GME Director. Includes calendar maintenance for appointments, the triage and management of critical phone calls, events, travel and conferences, organization of documentation, files, and presentation materials.
- Gathers and provides information, as appropriate. Must work within tight deadlines and across multiple competing tasks. Serves as a contributing team member with others in the GME Office to address continually emerging GME opportunities and challenges.
- Applies critical thinking to perform confidential transactions and communiques related to University workflow, financial documents, accreditation information, and strategic decisions. Tracks, collects and organizes support materials for review and use by GME leadership for Program Director changes, proposals for new and modified programs, moonlighting requests, institutional reports and other similar activities.
- Develops materials as required, including exhibits for reports, summaries, and presentations. Drafts and edits agendas, minutes and supporting documents on platforms including Word, Excel and PowerPoint.
- Provides support to the House Staff Council, including event planning, ordering, room/space reservations and budget tracking of house staff funds.
- Provides administrative support to the GME Director with regard to contract workflows and the Graduate Medical Education Committee (GMEC)
- Interprets and independently manages complex schedules for multi-participant meetings.
- Triages GME mailbox queries to appropriate GME professional staff.
- Serves as a notary to support resident and fellow physician needs, performs verifications of training and completes deferment forms. Assists with other on- and off-boarding tasks as may be needed.
- Participates in the GME Office’s cash handling process and activities.
- Other duties as assigned.
Pay Level: 3B
Professional and Scientific Pay Structures | University Human Resources - The University of Iowa
Required Qualifications:
- A Bachelor’s degree or appropriate combination of relevant experience and education
- Minimum one year of related administrative experience
- Candidate must evidence excellent verbal and written communication
- Collaboration, nuanced and confidential communication, and independent thinking is required
- Significant experience working collaboratively with leadership and support staff (e.g., DEOs, CDAs, program staff, GME Office)
- Experience with Outlook, PowerPoint, Word, Excel, Zoom, and Skype is required
Desired Qualifications:
- 3+ years work experience in an office setting is desired
- Familiarity with the trajectory of physician training and with the UI/UIHC policies and procedures is desired
- Proven ability to manage complex scheduling
Position and Application details:
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 education/credential verification. Up to 5 professional references will be requested at a later step in the recruitment process. For additional questions, please contact Sara Ingoldsby at sara-ingoldsby@uiowa.edu
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.
