Admin Services Specialist Jobs

The Office of Statewide Clinical Education Programs a Administrative Services Specialist to Contributes to the success of the team in the Office of Statewide Clinical Education Programs (OSCEP) by providing administrative services through the coordination and support of operations by planning, directing, and evaluating operations. Key areas of responsibility include operational, information, and communication management, human resources, financial, and strategic planning. This position is not eligible for remote work.

Percent Time: 100%

Duties To Include

Operational Support and Management:

Responsible for managing the Visiting Consultant Clinics Database including data collection, input of data into the Iowa Health Professions Inventory, analysis of findings and the generation of reports of the final results.

Assist with planning, developing, coordinating and implementing short and long range goals as outlined in the strategic plan for the Office of Statewide Clinical Education Programs.

Assist with assuring compliance with various policies or procedures (e.g., Safety, Human Resources and Purchasing).

Coordinate and assist with planning and conducting conferences, meetings, workshops and trainings held by OSCEP.

Serve as a liaison with the administrative staff at the seven (7) University of Iowa Statewide Affiliated Family Medicine Residency Programs and the Des Moines Consortium.

Provide leadership for the ongoing support for the Visiting Professor Program and writes an annual report of the outcomes.

Perform other duties as assigned by the Assistant Dean/Director of OSCEP which may include learning new functions to cover duties of open positions or due to increased workload.

Human Resources (HR)

Manages the complimentary appointment process of statewide residents (approximately 220 total) including those within the UI Affiliated Family Medicine Residency Network as well as the Pediatric, Internal Medicine, General Surgery, Psychiatry and Transitional Year residents in the Des Moines Consortium.

Exercise knowledge of HR policies and procedures; may provide basic guidance and advice.

May serve as Unit Human Resources Representative for unit or department.

Initiate and approve routine HR transactions.

Coordinates the hiring process within OSCEP, including student workers.

Supports the hiring process for new employees including students within OSCEP.

Financial Responsibility

Analyze, monitor and report financial data, information and reports. Reviews the monthly reconciliation with the Assistant Dean/Director and reconciles accounts monthly.

May initiate and/or approve routine fiscal transactions, including meetings, travel reimbursement, supplies and other expenses.

Ensure compliance for the Family Practice Program and the Primary Health Care state appropriations, including the required time periods for payments in the proper amounts with appropriate documentation.

Assist the Assistant Dean/Director in developing the OSCEP budget with 14 separate MFKs, provide accurate forecasts of various expenses anticipated for the entire year and enters the information into the budget software system.

Analyze, monitor and report financial data and information to the Assistant Dean/Director of OSCEP on a monthly basis. Make decisions using high-level independent judgment, recommendations and resolution of complex issues regarding monthly reconciliation of all accounts.

Strategic Planning

Provide leadership for the Operations Committee for OSCEP and CME.

Monitor the status of the OSCEP strategic plan and communicates progress or challenges to the Assistant Dean/Director.

Take the lead in automation of departmental processes and procedures. Reviews, troubleshoots and makes recommendations to the Assistant Dean/Director for improvement of statewide operations and future plans.

Information Management

Provides leadership of the Clinical Education Program database (CEP) including the development of a new, more efficient database, collecting and analyzing data and mapping results for reports.

Achieves competence in the use of Microsoft Teams and serves as a departmental resource for OSCEP and CME.

Communications Management

Develop and coordinate internal and external communications via email and written correspondence.

Facilitate and ensure monthly changes to the OSCEP display case.

Create, publish and distribute the semi-annual OSCEP Newsletter “Across the State”

Must be proficient in PowerPoint, Corel Draw and Microsoft Publisher.

Required Qualifications

A Bachelor's degree or an equivalent combination of education and experience is required.

Excellent written and verbal communication skills.

Advanced skills utilizing Microsoft Office Suite Software.

1 or more years of experience in administration or administrative support.

Excellent interpersonal, professionalism and customer service skills

Basic understanding of financial management, transactions, budgets and reading financial statements

The ability to learn new software systems or to work with databases.

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:

• Cover Letter
• Resume

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 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 [email protected]

Additional Information

• Schedule: Full-time
• Classification Title: Admin Services Specialist
• Appointment Type: Professional and Scientific

Compensation

• Pay Level: 3B

Contact Information

• Contact Name: Stacy Pruter
• Contact Email: [email protected]
• Organization: Healthcare