Administrative Services Specialist - Cancer Center

Administrative Services Specialist

The Holden Comprehensive Cancer Center at the University of Iowa is seeking an Administrative Services Specialist that will contribute to the success of the Holden Comprehensive Cancer Center (HCCC) by providing executive level administrative support to the Director, Deputy Director of Clinical Services, and the Executive Service Line Administrator, as well as assistance to other HCCC administrative personnel by performing complex administrative, financial, communicative, and coordination support responsibilities, including managing schedules, correspondence, travel arrangements, and requiring contact with deans, directors, department heads, upper-level executives, faculty, staff, public, and private officials.

Duties to include :

• Assist with planning, developing, coordinating, and implementing short- and long-range goals as outlined in the strategic plan for the project, program, unit, department, or college / division. Assist with assuring compliance with various policies or procedures (Safety, HR, and Purchasing).
• Make decisions and exercise a high level of autonomy while performing administrative support responsibilities for the Director of the Holden Comprehensive Cancer Center and additional HCCC leaders, including planning, organizing, and monitoring daily activities, managing schedules, correspondence, and travel arrangements
• Provide direct assistance to the HCCC Director, Deputy Director of Clinical Services, and the Executive Service Line Administrator. Manage complex schedules, requiring judgement in determining meeting needs, discretion related to calendar activities, prioritization of appointments; arrange and manage itineraries, and maintain clinical calendar updates.
• Update and maintain accurate clinical schedules for HCCC Director and Deputy Director Clinical Services in QGenda, submit benefit time and clinical changes into QGenda, ELMS & Smart Web. Ensure compliance with department and enterprise policies
• Build, maintain, and coordinate faculty, APP, and resident clinic schedules for the Director and Deputy Director of Clinical Services. Collaborate with PAC representatives to accommodate changes in clinic schedules, helping to arrange coverage for provider absences, and ensuring timely communication with PAC and residency program representatives regarding absences. Enter schedules and schedule updates into QGenda, Outlook calendars and The Point.
• Plan, schedule, and coordinate business travel; prepare, produce and distribute travel itineraries
• Maintain multiple office calendars. Schedule and coordinate meetings, conferences and special events.
• Assist with HCCC event planning (yearly symposiums) including marketing, facilities, dietary, the establishment of timetables and monitor progress.
• Coordinate HCCC meetings, external events (retreats, team-building exercises, etc.) and conferences which includes facility rental and services are available in conjunction with the program, gathering of data, assisting in preparing of agendas, taking minutes where appropriate and assuring details are accurate.
• Support the daily operations and administrative activities for the Holden Comprehensive Cancer Center, including planning, organizing, and monitoring daily activities and schedules, along with the coordination of specialized and routine events and activities. May require advanced knowledge and expertise in specific office, project, or program to provide administrative / operational support and management.
• Maintain effective working relationships with and serve as a primary contact for HCCC leadership, staff, students, donors, patients and the public concerning inquiries or complaints requiring interpretation of policies, procedures, and programs for the HCCC
• Initiate routine facilitates management and surplus requests.
• Perform other duties as assigned

Communications Management

Information Management

Strategic Planning

Human Resources

UI Health Care Core Values (WE CARE)

Welcoming

We are welcoming to the community, partners, staff, and patients utilizing the collective strength of our people.

Excellence

We achieve and deliver our personal and collective best in the pursuit of quality and accessible health care, education, and research.