Administrative Services Specialist - Cancer Center

Administrative Services Specialist

The Holden Comprehensive Cancer Center at the University of Iowa is seeking an Administrative Services Specialist that will contribute to the success of the Holden Comprehensive Cancer Center (HCCC) by providing executive level administrative support to the Director, Deputy Director of Clinical Services, and the Executive Service Line Administrator, as well as assistance to other HCCC administrative personnel by performing complex administrative, financial, communicative, and coordination support responsibilities, including managing schedules, correspondence, travel arrangements, and requiring contact with deans, directors, department heads, upper-level executives, faculty, staff, public, and private officials.

Duties to include:

• 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 (Safety, HR, and Purchasing).
• Make decisions and exercise a high level of autonomy while performing administrative support responsibilities for the Director of the Holden Comprehensive Cancer Center and additional HCCC leaders, including planning, organizing, and monitoring daily activities, managing schedules, correspondence, and travel arrangements
• Provide direct assistance to the HCCC Director, Deputy Director of Clinical Services, and the Executive Service Line Administrator. Manage complex schedules, requiring judgement in determining meeting needs, discretion related to calendar activities, prioritization of appointments; arrange and manage itineraries, and maintain clinical calendar updates.
• Update and maintain accurate clinical schedules for HCCC Director and Deputy Director Clinical Services in QGenda, submit benefit time and clinical changes into QGenda, ELMS & Smart Web. Ensure compliance with department and enterprise policies
• Build, maintain, and coordinate faculty, APP, and resident clinic schedules for the Director and Deputy Director of Clinical Services. Collaborate with PAC representatives to accommodate changes in clinic schedules, helping to arrange coverage for provider absences, and ensuring timely communication with PAC and residency program representatives regarding absences. Enter schedules and schedule updates into QGenda, Outlook calendars and The Point.
• Plan, schedule, and coordinate business travel; prepare, produce and distribute travel itineraries
• Maintain multiple office calendars. Schedule and coordinate meetings, conferences and special events.
• Assist with HCCC event planning (yearly symposiums) including marketing, facilities, dietary, the establishment of timetables and monitor progress.
• Coordinate HCCC meetings, external events (retreats, team-building exercises, etc.) and conferences which includes facility rental and services are available in conjunction with the program, gathering of data, assisting in preparing of agendas, taking minutes where appropriate and assuring details are accurate.
• Support the daily operations and administrative activities for the Holden Comprehensive Cancer Center, including planning, organizing, and monitoring daily activities and schedules, along with the coordination of specialized and routine events and activities. May require advanced knowledge and expertise in specific office, project, or program to provide administrative/operational support and management.
• Maintain effective working relationships with and serve as a primary contact for HCCC leadership, staff, students, donors, patients and the public concerning inquiries or complaints requiring interpretation of policies, procedures, and programs for the HCCC
• Initiate routine facilitates management and surplus requests.
• Perform other duties as assigned

Communications Management

• May develop and coordinate internal and external communications.
• Compose and manage related communications including letters, emails, posters, etc., requiring a high level of attention to detail, excellent organizational skills, and effective written, verbal, and interpersonal communication skills.
• Prepare and administer correspondence. Serve as liaison to faculty, staff, students, alumni, patients, and public concerning inquiries or complaints requiring interpretation of policies, procedures and programs.
• Prepare correspondence for Director including donor letters, prospective giving opportunities, and updates for key constituents.
• Prepare high profile presentations for leadership. Requiring extensive use of Powerpoint, attention to detail and advanced preparation for securing content, and allowing sufficient time for review. Monitor, electronically file and retain records of presentations.
• Communicate with department, college, and university resources as well as outside agencies.

Information Management

• Research information to facilitate communication process. Review, resolve, and respond to requests for information, data, services, complaints, etc.
• Evaluate requests and exercise discretion and judgement in providing confidential information to appropriate parties.
• Serve as one of the primary contacts for the project, program, unit, department, or college/division by providing information and responding to inquiries. Gather and provide information using available resources. Assist with reviewing, resolving and responding to requests for information, data, services, complaints, etc.
• Obtain and synthesize data, prepare agendas/minutes, and manage program details; coordinate meetings, site visits, seminars and visitors, videoconferences, and special events.
• Obtain, tabulate, and analyze data to update dashboards and prepare periodic and special reports.
• Maintain updated faculty biosketches/CVs for HCCC Director, Deputy Director Clinical Services, and Executive Service Line Administrator.

Strategic Planning

• Assist in the preparation of strategic plans in support of the Dean, Director, DEO, or VP. Recommend edits to related documentation.
• May assist in the coordination/preparation of strategic plans in support of HCCC. Establish timelines, remind contributors, proof and edit.
• 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 completion tracking for initiatives and provide status updates as needed. Refreshing dashboard and other key metrics for review.
• Analyze, monitor and report financial data, information and reports. May initiate and/or approve routine fiscal transactions.
• Provide oversight on HCCC expenditures ensuring compliance with department, collegiate, and UI policies. Process and reconcile departmental procurement card and process voucher payments for HCCC Administration, including payments of invoices, reimbursements, and honorariums. Reconcile own procurement card as needed.
• Receives and processes donations and payments to the department.
• Initiate purchasing requests for conference food, office supplies and medical equipment as needed.
• Initiate and complete licensure renewals, and reimbursements for faculty and staff.
• Assist with completing and submitting travel reimbursement and expense reports (i.e. TEVS).
• Assist with monitoring office and supply budgets, identify variances, including causes and explanations. Initiate purchasing requests for supplies and equipment.

Human Resources

• May provide functional and/or administrative supervision of staff. May initiate, review, edit, and approve routine HR transaction at the department/unit level. May exercise knowledge of HR policies and procedures; may provide basic guidance and advice at the direction or organizational HR.
• Serve as a primary bi-weekly ELMS approver for support staff and assist in responding to faculty on appropriate codes to use. Monitor ELMS accounts for faculty members.
• Work with administration to approve faculty leave and schedule change requests in department scheduling database.
• Monitor for HCCC Director and Deputy Director Clinical Services required faculty compliances, required attendance, and provide basic guidance and advice.
• Coordinate clinical medical director appointments working with institutional leadership to refine job descriptions, receive interested applicants, create appointment letters, facilitate development of bonus goals and collect annual accomplishments.
• Interview, provide feedback, and/or make recommendations on the hiring of staff.
• May provide functional and/or administrative supervision of staff within the Cancer Center's administrative staff, including student and/or temporary staff. Provide direction, assignments, feedback, coaching and counseling to assure outcomes are achieved. Observe individual performance, provide fair and objective feedback, and identify opportunities to enhance performance if needed. Provide recommendations for salary increases, promotions or other status changes
• Perform annual performance appraisals and solicit feedback for others to complete assessments.
• Serve as contact for job shadows and observerships; prepare and file documentation following hospital and departmental policies in accordance with College of Medicine guidelines.
• Exercise basic knowledge of HR policies and procedures as they apply to the physician, advanced practice providers and staff.

UI Health Care Core Values (WE CARE)