Administrative Services Specialist - Nursing Finance/Agency - Data at University of Iowa in Iowa City, Iowa

Job Description:

University of Iowa Healthcare is seeking a dedicated Administrative Services Specialist to join our Nursing Finance Department. This full-time role involves fostering a culture that aligns with our organization's vision, mission, and goals through various forms of operational support, program administration, project management, quality improvement, and leadership. Key Responsibilities

As an Administrative Services Specialist, you will:

• Contribute to the success of projects, programs, units, departments, or divisions by coordinating and supporting operations.
• Lead organizational efforts by planning, directing, and evaluating operations.
• Provide administrative services across a range of functions, including Research, Health Care, and Academic Support.

This role encompasses a broad spectrum of duties with varying levels of complexity, aimed at top-level administration within a unit, department, or division. Key responsibilities include:

• Operational, information, and communication management
• Human Resources
• Financial management
• Strategic planning

Specific Duties

• Serve as the primary contact for supplemental staffing through third-party vendors, facilitating communication between managers and agencies, validating credentialing, making offers, and validating invoicing as needed.
• Design brochures, application materials, course materials, evaluation forms, and other documents.
• Develop and produce special and periodic reports.
• Apply knowledge of HR policies and procedures to provide basic guidance and advice.
• Provide functional and/or administrative supervision of staff as assigned.
• Manage and/or participate in recruitment processes and serve on search committees as assigned.
• Analyze data information requirements for supplemental staffing, develop or manage appropriate database systems for storage/retrieval, and create aggregate data reports for regulatory and healthcare agencies.
• Support program budgets and manage Department of Nursing fund allocations and expenditures.
• Assist in budget development and monitoring, providing projections and recommendations, and responding to requests for financial information.
• Initiate and approve workflow transactions, including purchasing, travel, and human resources transactions.
• Assist in the preparation of strategic plans.
• Develop and implement quality assurance and process improvement activities.
• Research and compile information to facilitate communication processes.
• Monitor compliance with UIHC policies and processes, implement changes, and serve as a liaison regarding questions and concerns.
• Coordinate with HCIS and oversee Nursing LAN equipment and server management.
• Develop and coordinate internal and external communications.
• Ensure time, resources, energy, learning opportunities, and actions are focused on priorities that matter to the changing workplace.
• Create a team environment of accountability and commitment for reaching goals and desired results, ensuring the team is developed to address future needs.
• Ensure compliance with codes of ethics that benefit the overall good of all constituents.
• Demonstrate and communicate a big-picture understanding of the organization, its interrelationships, and priorities.
• Participate in developing effective ways to address service challenges.
• Model service delivery and coach others to deliver excellent service in various settings.
• Communicate effectively with direct reports, peers, leadership, and external constituents.
• Utilize various methods for information sharing and gathering, modifying processes to enhance service.
• Establish and maintain positive and productive working relationships within and outside of your area.
• Identify and resolve disagreements/conflicts early.
• Promote a safe, equitable, and respectful environment where concerns can be addressed effectively.
• Recommend changes to work practices and policies to promote transparency and approachability.

University of Iowa Health Care -recognized as one of the best hospitals in the United States-is Iowa's only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients. Simply stated, our mission is: Changing Medicine. Changing Lives.®



Percent of Time: 100%

Schedule: Monday - Friday, 7:30 AM - 4:00 PM

Location: General Hospital (GH)

Pay Grade: 3B https://hr.uiowa.edu/professional-pay/classifications-by-pay-level



Education Required

• Bachelor's degree or an equivalent combination of education and experience.
  

Required Qualifications

• 1-3 years of experience providing administrative support for a program or operation.
  
• Proficiency in Microsoft Office software, including Access, Excel, Word, PowerPoint, and Outlook.
  
• Strong organizational skills with experience managing multiple projects and meeting deadlines.
  
• Knowledge of fiscal management.
  
• Excellent verbal communication skills, with the ability to develop and maintain collaborative working relationships and lead work groups and teams.
  
• Excellent written communication skills.
  

Desired Qualifications

• Bachelor's degree in Business Administration and/or a Master's degree.
  
• 6 months to 1 year of experience in purchasing/vendor management.
  
• Experience in data collection and management.
  
• Familiarity with UI Purchasing guidelines.
  
• Advanced knowledge of relational databases.
  
• Experience in accounting and account reconciliation.
  
• High-level proficiency in Microsoft Teams.
  
• Advanced Excel skills.
  
• Knowledge of UI and UIHC policies, procedures, and regulations.
  

Application Process


To be considered, applicants must upload a resume that clearly addresses how they meet the required and desired qualifications of this position.

Job openings 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. Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. For questions, contact Rebecca Beggs at rebecca-beggs@uiowa.edu.

This position is not eligible for University sponsorship for employment authorization.

Additional Information

• Classification Title: Admin Services Coordinator
• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: On Campus

Compensation

• Pay Level: 3B

Contact Information

• Organization: Healthcare
• Contact Name: Rebecca Beggs
• Contact Email: rebecca-beggs@uiowa.edu

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