What are the responsibilities and job description for the Support Services Specialist - Dept of Surgery position at The University of Iowa?
The Support Services Specialist position is responsible for supporting the daily operations of projects and initiatives within the Department of Surgery. Facilitate the achievement of the vision, mission, and goals of the department through operational support, program administration, project management, quality, and operational improvement.
Position Responsibilities:
- Provide project support for the short- and long-term goals of the department. Manage multiple concurrent objectives, project groups, and activities, making effective judgements as to prioritization and time allocation. Demonstrate use of problem-solving skills and display a high attention to detail. Support the daily operations of the office, project, or program.
- Serve as a liaison between faculty and staff, as well as divisional, departmental, and UI Health Care administration. Maintain knowledge of the major responsibilities, accountabilities, and overall organization of the department.
- Assist in the coordination / preparation of strategic plans in support of a program or service. Establish project and submission timelines, ensure contributors remain engaged, work to meet deadlines, and proof / edit drafts.
- Manage departmental usage of QGenda or other comparable effort / time tracking systems, including coordination with institutional partners in continuing / additional integration of QGenda with existing other platforms (Spok, MedHub, etc.). Manage additional effort / time tracking system initiatives.
- Develop implementation plans for new program initiatives and make recommendations to departmental leadership.
- Track progress toward achieving the department’s strategic plan outcomes.
- Keep projects focused on their objectives and adhere to established timelines.
- Ensure key metrics for projects are captured for reporting and analysis. Analyze data, develop reports, and oversee the status of projects. Analyze data for quality improvement initiatives.
- Evaluate program operations in meeting the stated objectives.
- Bring to the attention of leadership or sponsors any coordination issues which cannot be resolved.
- Assist in the coordination of activities, resources, equipment, and information to keep project processes running smoothly.
- Aid in the development of Request for Information, Request for Proposal, etc. Schedule and facilitate meetings.
- Coordinate office planning and moves in close cooperation with department administration.
- Work with administration, faculty, staff, and vendors when quotes for projects, furniture, and / or capital equipment are needed.
- Coordinate with Facility Services to remove furniture or provide repairs needed prior to outside vendor installations.
- Conduct annual space survey / audit for CCOM / UIHC.
- Manage the faculty annual review process, including preparation, tracking, follow up, goals, and other aspects of the process to ensure timely completion and high-quality feedback.
- Manage IPPE / OPPE / FPPE documentation and compliance for the department.
- Assist with the promotion and tenure process for faculty, working with faculty and the department promotions committee to ensure compliance with CCOM requirements and deadlines.
- Meet or exceed department, partner, and external client service needs and expectations, and provide excellent customer service.
- Other duties as assigned.
Percent of Time: 100%
Schedule: Monday through Friday, 8:00 am to 4:30 pm
Location: UIHC Main Campus
Pay Grade: 3A
Benefit Highlights:
- Regular salaried position located in Iowa City, Iowa.
- Fringe benefit package including paid vacation; sick leave; health, dental, life, and disability insurance options; and generous employer contributions into retirement plans. For more information on benefits, please visit: UIHC Benefits.
Required Qualifications:
- A bachelor's degree from an accredited college or university, or an equivalent combination of education and relevant experience.
- Minimum of 1 year of experience in an administrative capacity.
- Proficiency in Microsoft Office Suite and computer software applications.
- Demonstrated excellent logistics management skills to define work, involve others, plan agendas, take action-oriented notes, provide ideas for improvement, and manage the necessary resources to accomplish goals and objectives.
- Demonstrated excellent written and verbal communication skills.
- Demonstrated excellent interpersonal communication skills.
- Demonstrated accuracy and attention to detail.
- Ability to manage multiple projects and prioritize work to meet deadlines.
- Ability to communicate complex information to all levels of an organization.
Desired Qualifications:
- Previous leadership experience in a healthcare setting.
- Previous demonstrated success in healthcare innovation project coordination.
- Experience working with Epic.
- Experience working with QGenda.
- Knowledge of University policies, procedures, and regulations.
Application Process: In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission:
- Resume
- Cover Letter
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 references will be requested at a later step in the recruitment process. This position is not eligible for University sponsorship for employment authorization. For additional questions, please contact Katie Pontious at (319) 384-6144 or Katie-Pontious@uiowa.edu.
