Admin Services Specialist - Hematology/Oncology

BASIC FUNCTION Provide administrative executive services through the coordination and support of activities for the Division of Hematology, Oncology, and Blood & Marrow Transplantation and the Division Directors (Section Chief for Oncology and Section Chief for Hematology).
Contribute to the success of the division through the management of faculty activities and strategic planning.
Provide administrative supervision to the divisional support staff.
KEY AREAS OF RESPONSIBILITY Operational Support and Management: Support the daily administrative activities for the Division of Hematology, Oncology, and Blood & Marrow Transplantation, including coordination of specialized and routine events and activities and appropriateness of expenditures.
Provide administrative support to Division Director, including, but not limited to managing and organizing schedule, assisting with travel arrangements, developing and distributing correspondences and prioritizing events/meetings.
Monitor required faculty compliances, required attendance and provide basic guidance and advice.
Assist in the recruitment of new divisional faculty which includes coordination/ preparation of agenda and travel arrangements.
Serve as point of contact to recruits and applicants.
Work with departmental faculty HR to ensure guidelines and rules are being followed.
Post position advertising, track candidates through various HR systems and assist committees with the hiring and evaluation of candidates.
Assist in the onboarding of new faculty members.
Coordinate schedules to ensure new faculty are receiving the appropriate training and tools necessary to be successful.
Work with Division Administrator to identify office space and assignment of secretarial support staff.
Initiate purchasing requests for the division.
Assist in the preparation of required periodic and/or special reports (faculty academic enrichment, APP academic enrichment and IRB funding accounts).
Prepare financial reimbursements, monitor accounts and reconcile university P-cards including honorariums and payment of recruitment expenses Track spending accounts.
Oversee division event planning for the Division of Hematology, Oncology, and Blood & Marrow Transplantation (grand rounds and yearly symposiums) including marketing, facilities, dietary, the establishment of timetables and monitor progress.
Ensure adequate support staffing to guarantee daily needs of the Division are met.
Recruit, hire, train and evaluate division support staff.
Provide oversight on all division expenditures ensuring compliance with Division, Department, Collegiate and UI policies.
Monitor division clinical schedules to ensure proper coverage.
Ensure compliance with Division, Department, UI Health Care, and UIP policies.
Resolve discrepancies as necessary.
Other duties as assigned.
Human Resources (HR): Monitor faculty mandatory compliances, required attendance and provide basic guidance and advice.
Serve as ELMS approver for division support staff and faculty.
Provide functional supervision over assigned support staff.
Assign work duties and follow-up on completion.
Determine training requirements and coordinate monthly support meetings and activities.
Lead recruitment and hiring efforts for support staff.
Conduct annual evaluations.
Financial Responsibility: Initiate purchasing requests for supplies and equipment.
Assist in the preparation of required periodic and/or special reports, including monthly tracking reports.
Prepare financial reimbursements, monitor accounts and reconcile university P-cards.
Strategic Planning: Assist with the development of social media strategies.
Information Management: Serve as primary contact for the Division of Hematology, Oncology, and Blood & Marrow Transplantation and respond to requests as needed.
Communications Management: Serve as liaison to faculty, staff, students, alumni and the public.
QUALIFICATIONS A Bachelor's degree or an equivalent combination of education and experience is required.
Excellent written and verbal communication skills are required.
2 years administrative experience in a health care setting is required.
1 year supervisory experience is required.
Experience planning, implementing and overseeing events/programs are required.
Experience using Microsoft Office software: Word, Excel, PowerPoint, Qgenda is required.
Experience with grants is required.
Customer service experience is required.
Experience using EPIC electronic medical record is desired.
Knowledge of University of Iowa Health Care policies, procedures and regulations is desired.
Application Process: 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 Michaela-davis@uiowa.
edu.