Admin Services Specialist - GME Office - University of Iowa : Job Details

Provide administrative and operational support to residents, fellows, Graduate Medical Education (GME) Leadership, GME Office staff, Program Directors, and Program Coordinators across a broad spectrum of GME activities. This position performs administrative HR functions that require discretion, independent judgement, attention to detail, and assists the GME Operations/HR Manager in leading these efforts. Maintaining confidentiality is critical.

Responsibilities:

* Independently perform a wide variety of key operational and human resources related GME duties, including:

* Use critical thinking to respond to or triage a multitude of complex incoming GME queries and requests for information. (in-person, via phone, or electronic)

* Initiate, edit, and approve HR transactions and ensure adherence to guidelines and regulations.

* Perform multiple required onboarding activities for GME staff and 280 house staff annually.

* Assist in the review, maintenance, and revision of small- and large-scale work processes.

* Provide training and supervision to GME Operations support staff.

* Provide support to the GME HR Manager by assisting in the completion of a variety of HR activities.

* Support the daily operations of the GME Office and assist as needed with a large variety of GME projects and activities as they arise.

* Develop and present information/training regarding HR issues to GME Program Coordinators.

* Serve as a notary public.

* Develop, maintain and analyze new operational and HR reports.

* Independently Analyze monthly payroll reports.

* Operationalize GME functions in data systems

* Assist in the maintenance, organization, storage and retrieval of training and employment records and other files.

* Be facile in MedHub scheduling and assist in the training of Program Coordinators and GME Office staff.

* Address issues present in MedHub regarding scheduling and demographic error reports.

* Manage ELMS for GME Staff

* Work with colleagues to quality check data and produce accurate Medicare cost reports for UIHC.

* Assist with leaves of absence in MedHub in collaboration with program/department personnel.

* Respond to and problem solve MedHub support tickets submitted by users including trainees, Program Coordinators, and Program Directors.

* Run and distribute routine reports.

* Assist the Director of GME with policy review and tracking.

* Independently Collaborate with GME Residency and Fellowship programs to assist with:

* Program Coordinator job descriptions

* recruitment,

* training and professional development,

* creation of training materials,

* training regarding policies/rules,

* trainee scheduling,

* program portfolios,

* documentation checklists,

* mentoring Program Coordinators throughout their careers,

* provision of temporary support to programs transitioning between Program Coordinators

* Program Directors support, as needed

* Perform other duties as assigned

Pay Level: 3B

Professional and Scientific Pay Structures | University Human Resources - The University of Iowa (uiowa.edu)

Required Qualifications:

* Bachelor's degree and/or appropriate combination of relevant experience and education

* Minimum one year of related experience

* Excellent verbal and written communication skills

* Commitment to confidentiality

* The ability to interpret, apply, and communicate policies, rules, and standards

* Experience working collaboratively with leadership and support staff (e.g., DEOs, CDAs, program staff, GME Office)

* Experience using Microsoft Office

Desired Qualifications:

* Experience training others on work processes

* Knowledge or experience in GME

* Experience as a Program Coordinator for a residency and/or fellowship

* Experience working in an HR information system (HRIS)

* The ability to track, produce, analyze and depict quantitative and qualitative operations data

Position and Application details:

To be considered for an interview, applicants must upload the following documents and mark them as 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 at 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. This position is not eligible for university sponsorship for employment authorization. Please contact [email protected] with any questions.

Position may be eligible for hybrid work arrangement after initial training period. Options will be discussed during the hiring process.

Additional Information

* Classification Title: Admin Services Specialist

* Appointment Type: Professional and Scientific

* Schedule: Full-time

Compensation

* Pay Level: 3B

* Starting Salary Minimum: $46,045

* Starting Salary Maximum: Commensurate

Contact Information

* Organization: Healthcare

* Contact Name: Sara Ingoldsby

* Contact Email: [email protected]