Admin Services Specialist - Oral & Maxillofacial Surgery, College of Dentistry

Details

Posted: 14-Mar-24

Location: Iowa City, Iowa

Type: Full-time

Salary: 44,922.00 - 81,868.00

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 24002097_1710272407

The College of Dentistry is in search for Administrative Specialist to join our Oral & Maxillofacial Surgery team! You will be a key player in ensuring the seamless daily operations within the department and at our off-site Hawkeye Oral Surgery clinic. If you possess exceptional administrative support skills and want to contribute to the growth of a dynamic team, apply today! For a full job description, please send an e-mail to [email protected] .

Responsibilities:

· Operational Support & Management

o Collaborate with the department head on daily operations, faculty assignments, and policy development.

o Coordinate work processes in multiple clinical areas.

o Manage affiliation agreements, faculty teaching schedules, and resolve operational issues.

o Evaluate departmental needs, approve orders, and oversee equipment maintenance.

o Review and improve office and clinical procedures for efficiency.

o Plan departmental events, meetings, retreats, and continuing education courses.

· HR Management

o Provide HR transactional support for the Department managing forms/reports.

o Initiate and review HR workflow transactions for clinics.

o Coordinate faculty interview processes.

o Service as first point of contact for faculty/staff on HR related issues, escalating as appropriate.

o Develop annual teaching calendars for adjunct faculty.

o Participate in hiring and training of support staff.

· Financial Management

o Evaluate, approve, and reconcile financial transactions and expenditures, and manage departmental bills.

o Review and maintain an audit trail of patient and payer receipts.

o Monitor faculty production and assess

o purchase office equipment for offices and clinics.

· Information & Communications Management

o Serve as department liaison to facilitate scheduling, claiming, and the correct revenue is recorded in the system.

o Participate in meetings & distribute minutes.

o Review, approve and implement guidelines in office and clinical communications.

Salary: $59,895 to commensurate (Pay Grade: 3B)

Schedule: Monday - Friday, 8:00am - 5:00pm

Work Location: On-Site

REQUIRED QUALIFICATIONS:

· Bachelor's degree in business administration or related field, or equivalent combination of relevant education and relevant experience.

· 1-year relevant management/organizational/administrative experience.

· Excellent interpersonal, verbal, and written communication skills.

· Excellent time management techniques, demonstrating the ability to adapt and handle multiple competing priorities.

· Proficiency in word processing, spreadsheets, calendaring, and presentation software (i.e. Microsoft/Google).

· Knowledge of, and ability to apply, policies and practices for planning and administering a budget.

· General understanding of transactional Human Resource practice/policies, such as FMLA and Time and Attendance.

· Ability to establish and build healthy working relationships and partnerships with colleagues within and external to own unit.

HIGHLY Desirable Qualifications:

· Administrative experience in an academic environment coordinating and supporting academic activities including:

o Admissions/Registrar processes,

o Student Record Systems, such as MAUI, and

o Online course systems, such as Iowa Courses OnLine (ICON).

· Supervisory experience including performance management for direct reports.

· Ability to assess, adapt, and resolve challenging scenarios.

Desirable Qualifications:

· Knowledge/experience with UI policies, procedures, and regulation.

· Electronic transmission systems (such as HR Transaction System, Purchasing, PCard, Accounts Payable, ProTrav, and E-Pro).

· Large event planning experience.

Position and Application Details:

In order to be considered for an interview, applicants must upload a Resume (and mark as "Relevant File") to the submission, Cover Letter is recommended, and 3 Names of Professional Reference may be requested at a later date.

Job opening are posted for a minimum of 14 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended. For questions or additional information, please contact [email protected] .

Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.

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.

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About University of Iowa
With over 31,000 students, the University of Iowa is one of the nation's top public research universities, a member of the Big Ten conference and the Association of American Universities. The University of Iowa is composed of eleven colleges and is known around the world for its balanced commitment to the arts, sciences, and humanities. It is home to one of the nation's largest academic medical centers and the pioneering Iowa Writers' Workshop. The University of Iowa promotes work/life integration and is located in the casual yet cosmopolitan environment of Iowa City, widely recognized as one of the country's most livable communities.
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