Admin Services Specialist - GME Office
University of Iowa

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 sara-ingoldsby@uiowa.edu 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: sara-ingoldsby@uiowa.edu

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