Admin Services Specialist - Department of Surgery

The Administrative Services Specialist functions as the Executive Assistant to the Department of Surgery Departmental Executive Officer/Chair (DEO). Primary duties include supporting operations and planning activities and ensuring timely flow of information to and from the Office of the DEO to internal and external colleagues and constituents. The Specialist may be tasked with specific projects related to the work of the DEO or the Department and should be proficient with details, timelines, and meeting expectations. In addition, this individual is responsible for managing all patient complaints for the Department of Surgery. The Specialist will also provide supervision to divisional administrative support personnel and secondary support to the Division Directors and Faculty within the Department of Surgery. The Specialist will support the mission, vision, and values of the Department of Surgery and UI Health Care. Ability to be flexible and approach workload with collaboration and teamwork is essential. A high level of professionalism, confidentiality, and independent judgement is necessary in this position. Supervision of this individual will be shared by the DEO and Clinical Department Administrator (CDA).

Position Responsibilities:

Operational Support & Management:
•    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 (e.g., Safety, Human Resources, and Purchasing).
•    Provide all aspects of high level, confidential, administrative support to DEO and CDA, which includes financial, strategic, personnel, disciplinary, and other highly sensitive information.
•    Develop and maintain secure and organized physical and electronic filing systems.
•    Process requisitions. 
•    Coordinate preparation and distribution of standard reports. 
•    Work with the DEO and CDA to ensure accuracy, coordination, and prioritization of calendars.
•    As needed, assist with special events and activities for the DEO and/or Department.
•    Departmental liaison for internal and external partners in the interpretation of policies, procedures, and projects.
•    Provide leadership, training, and guidance to administrative support staff throughout the Department, as needed.
•    In cooperation with DEO and other department leaders, serve as a key department contact for UI Center for Advancement, donors, and potential donors.  

Human Resources:
•    Maintain the highest level of confidentiality and discretion, and thorough understanding of the internal dynamics/affairs of the department and the roles and responsibilities of the various divisions.
•    Provide line supervision of Department of Surgery Administrative Support Staff including hiring, discipline, performance reviews, and day to day issues. Align behaviors and performance with department needs and expectations.
•    Facilitate, in conjunction with Department of Surgery representatives, Patient and Referring Provider complaints. Track, investigate, and coordinate draft responses for all patient complaints, proposing service recovery actions, including formal charge adjustment requests for reductions or alterations to patient bills where appropriate, and/or collaboration with Legal, Disruptive Patient Response Team, and/or Threat Assessment Team where necessary. Establish positive relationships with OPE (Office of Patient Experience) staff, and patient families who have had negative experiences, working collectively to resolve complaints.
•    Provide backup coverage for Departmental HR to faculty annual review and promotion processes, which may include preparation, tracking, follow up, goals, and other aspects of the process to ensure timely completion and high-quality feedback.
•    Serve