Admin Services Specialist - Internal Medicine Administration

BASIC FUNCTION:

Contribute to the success of the Department of Internal Medicine by providing administrative services through the coordination and support of the Department Chair/DEO, Department Administrative Officer, Departmental Vice Chairs, and the Department of Internal Medicine administrative team. The position works collaboratively with various internal and external leaders and administrators to plan, promote, coordinate and execute numerous administrative and operational activities for the Department.

The role requires exceptional judgement, discretion, and the ability to independently manage multiple complex priorities in a fast-paced environment.

• Provide primary administrative support for the Department of Internal Medicine DEO. Manage complex calendar, coordinate travel arrangements, oversee workflow processing, and serve as a trusted partner by anticipating needs while maintaining a high level coordination, discretion, prioritization and multi-tasking skills.
• Provide support with calendar, travel arrangements, workflow processing, and daily operations for the Department of Internal Medicine Department Administrative Officer (DAO), Department Vice Chairs, and members of the departmental administrative team.
• Serve as a trusted partner to departmental leadership by anticipating needs, independently managing competing priorities, and ensuring seamless execution.
• Plan, develop, coordinate and implement short- and long-range goals as outlined in the strategic plan for the department.
• Oversee and manage the administrative support operations. Identify and implement new methods to increase efficiency and quality. Develop and/or revise Standard Operating Procedures.
• Provide oversight and coordination of leadership meetings, events, retreats, symposiums, and departmental meetings including scheduling, preparing agendas, attending meetings and taking notes/minutes as requested, gathering and synthesizing data, and summarizing feedback.
• Plan and arrange for appropriate facilities and services in conjunction with program events. Schedule conference rooms or lecture hall; order refreshments; announce special lectures to appropriate group(s); process honorarium for visiting speakers; arrange transportation for visitors.
• Manage departmental conference room scheduling, meeting logistics, and AV support.
• Maintain oversight of daily operations to ensure common space, conference rooms, offices, and shared work spaces remain functional and appropriately supported.
• Provide oversight and coordination and serve as lead coordinator for Division Director recruitments including communication with potential candidates, securing visits dates, preparing and finalizing itineraries, securing travel needs, etc.
• Perform other duties and special projects as assigned.

• Exercise knowledge of HR policies and procedures; may provide basic guidance and advice.
• May serve as Unit Human Resources Representative for unit or department. May initiate and approve routine HR transactions.
• May provide functional and/or administrative supervision of staff.

• Monitor expenditures and reconcile p-card transactions.
• May initiate and/or approve routine fiscal transactions.
• Initiate purchase orders, e-buy requisitions, travel reimbursements, and other departmental transactions.
• Coordinate ordering, inventory, and operational oversight of office supplies, equipment, and vendor services for the department administrative suite.
• Monitor compliance with financial policies and funding source requirements.
• Suggest and implement cost-saving strategies.

• Assist in the coordination/preparation of short- and long-term strategic plans and goals in support of the DEO, and the Department of Internal Medicine.
• Assist in gathering and summarizing information for special initiatives.

• May research information to facilitate communication processes.
• Oversee and maintain records management for the Department Chair to ensure compliance with UI/UI Health Care/CCOM policy.
• Review, resolve and respond to requests for information, data, services, complaints, etc.

• Serve as point of contact for Department Executive Officer. Coordinate communications from intake through resolution.
• Draft, edit, and prepare correspondence and other confidential communications as requested.
• Exercise independent judgement in responding to correspondence and manage…