What are the responsibilities and job description for the Admin Services Specialist - GME Office position at GME Office - Jobs@UIOWA Careers?
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.
- 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.
- 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 sara-ingoldsby@uiowa.edu with any questions.
Salary : $46,045