The Department of Volunteer Services at the University of Iowa Hospitals & Clinics has an opening for a full-time Administrative Services Specialist. The Administrative Services Specialist is responsible for operations management in the Department of Volunteer Services, a high public contact, fast-paced environment with frequent interruptions and unplanned staffing requests. The Administrative Services Specialist, in partnership with the Assistant Director, performs and manages a wide variety of administrative and program support activities to ensure the smooth functioning of the Volunteer Services department, including overseeing database administration, departmental human resource functions, and retail point of sale operations.
The successful candidate enjoys organizing and prioritizing multiple projects and people in a fast-paced, high volume public contact environment.
CHARACTERISTIC DUTIES AND RESPONSIBILITIES:
Operational Support and Management
Assists with project development and planning to ensure more efficient service and organization of the office.
Completes administrative projects by identifying and implementing new technology and resources; redesigning systems; recommending re-deployment of designated resources.
Serves as primary back-up for the Assistant Director and is cross trained for this position; assists with recognition and events and supports scheduling of all volunteers in VS office/Food Service placements; assists in development of departmental communication strategy.
Supports volunteer onboarding programs; designs and maintains online applications for volunteers, supervises processing of online submissions and ensures accurate recording of data for 800+ new volunteers each year; designs electronic communications to applicants, acts as primary point of contact throughout onboarding process; verifies completeness and accuracy of volunteer records in hospital and University HR databases; evaluates program effectiveness and impact, collects and analyzes data on program participants for use by the Program Director when developing department strategy.
Guides staff and volunteer actions by researching, developing, writing, and updating administrative policies, procedures, methods, and guidelines.
Serves as an important team member in developing and maintaining an engaging and appropriate environment for a corps of 1,500+ volunteers. Provides team support as needed in any of the departmental areas.
Financial Responsibility
Analyzes, monitors and reports Volunteer Services financial data, information and reports. Initiates and/or approves routine fiscal transactions, supports VS procurement card holders, manages blanket orders and departmental CV's.
Supports administration of Retail Pro, the Volunteer Services Point of Sale system; updates existing databases, programs, extracts reports and trains staff to do the same, manages the quality and consistency of retail records; oversees retail inventory control processes; develops operational policies to ensure compliance with University cash handling and control policies.
Under the direction of the Retail Manager, oversees financially successful Volunteer Services Rooftop Café retail food operation, to include monitoring accounts/expenditures; reconciling statements, planning and operations, point of sale (POS), cash handling, food safety, customer service and budgeting.
May support the Volunteer Services online retail platform, assist in inventory tracking to ensure data between the e-commerce platform and Retail Pro database is accurate and complete, designs transactional emails for online sales and deliveries, oversees and designs financial and sales reports.
Information Management
Serves as database administrator, responsible for managing and overseeing VSys One, the UIHC Volunteer Services database tracking system.
Gathers, enters, and updates data to maintain quality and consistency of departmental records, establishes and maintains records for the Volunteer Services office and extracts reports.
Assists in designing data-syncing mechanisms between multiple UI databases and VSys One.
Participates in the development of and advises on information technology strategy and technology deployment; oversees the Volunteer Services website.
Communications Management
Maintains effective working relationships with volunteers and staff within an intense, fast paced environment, respond willingly to frequent interruptions and unplanned staffing requests.
Maintains rapport with customers, managers, and employees by arranging continuing contacts; researching and developing new services and methods; setting priorities; resolving problem situations.
Human Resources
Act as departmental human resource representative for the volunteer workforce.
Oversees departmental compliance and competency, including health screenings, TB tests and vaccine compliance, The Joint Commission and HIPAA compliance.
Percent of time: 100%, full-time
Work schedule: Some flexibility between the hours of 7:00 AM and 5:00 PM, Monday through Friday
Location: This position is located at the University of Iowa Hospitals & Clinics in Iowa City, Iowa, and is not eligible for remote work.
Salary: Paid at salary level 3B.Starting salary will be based on applicant qualifications and relevant experience. To view the entire pay range for salary level 3B: Professional and Scientific Pay Structures | University Human Resources - The University of Iowa (uiowa.edu)
Benefits Highlights: Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans. Complete information regarding the full benefits package may be viewed at: https://hr.uiowa.edu/benefits
About the University of Iowa Hospitals & Clinics: The University of Iowa Hospitals & Clinics-recognized as one of the best hospitals in the United States-is Iowa's only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients. Simply stated, our mission is: Changing Medicine. Changing Lives.®
POSITION QUALIFICATIONS:
Required:
A bachelor's degree in an appropriate discipline or an equivalent combination of education and experience is required.
Proficient in database applications, including one or more years' experience pulling information from various database platforms to create reports to improve and evaluate program efficiency and effectiveness.
Proven ability to work with people and multiple projects simultaneously in a high-volume public contact environment.
Excellent written and verbal communication skills and interpersonal skills, supporting effective diplomatic communication with all levels of staff and volunteers.
Proficiency in Microsoft Office Suite (Outlook, Word, and Excel).
Desired:
Some (6 months or more) management experience in a retail food service establishment, including experience using a retail point of sale (PoS) system.
Previous experience using a database system for human resource management.
Knowledge of and experience with university policies, procedures and systems.
APPLICATION PROCESS:
In order to be considered for an interview, applicants must upload a current resume and a cover letter (and mark both as "relevant file") that clearly address how they meet the listed required and desired qualifications of this position.
Job openings are posted for a minimum of 14 calendar days. Applications will be accepted until 11:59 PM on May 1, or on date of closing.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check.
Professional references will be requested at a later step in the recruitment process.
This position is not eligible for University sponsorship for employment authorization.
For questions, contact Heidi Bodensteiner at heidi-bodensteiner@uiowa.edu.
