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Job description
Administrative Services Coordinator - UI Heart and Vascular CenterNo Nights, Weekends, or Holidays! The UI Heart and Vascular Center (HVC) is looking for someone to contribute to our success by providing high-level administrative support to the Administrator, Associate Director, and administrative hallway staff. This role supports both internal and external communication strategies, and assists in planning and coordinating academic conferences, promotional events, and employee engagement activities across the cardiovascular service line. The position is expected to uphold the University's standards regarding attendance, confidentiality, and the "Excellence Every Time" commitment, in accordance with all relevant policies, procedures, and practices. Primary responsibilities include managing calendars for leadership and administrative teams, coordinating meetings and events, providing clerical and office support, and handling travel arrangements and accommodations. The role also involves purchasing, expense reconciliation, inventory and asset management, and other general administrative duties as assigned. Event management duties involve organizing and supporting various internal and external events, assisting with message development, and providing on-site coordination. Communication responsibilities include managing the internal website, updating content, and helping create and distribute communication materials. The role will primarily follow a regular weekday schedule, Monday through Friday between 7:00 AM and 5:00 PM, but may occasionally require work outside regular business hours for special HVC-sponsored events.Position Responsibilities:Provide confidential administrative support regarding sensitive operational, personnel, and financial mattersManage calendars for Administrator, Associate Director, and other admin leadersCoordinate meetings, conferences, and special events: Book rooms, coordinate agendas, order food, make travel/accommodation arrangementsTrack attendance and manage follow-up communicationsServe as main point of contact for Policy Tech management within the CenterCoordinate office and clinical workspace movesMaintain supplies and manage mail delivery, breakroom upkeep, and hallway communicationsOversee administrative hallway cleanliness and organizationServe as administrative backup for two other coordinatorsMay oversee conference room calendarWork on special projects as assigned by Administrator or Associate DirectorAssist with planning and execution of HVC-related events (e.g., academic conferences, town halls, employee recognition): Assist with event messaging and content Coordinate speakers and presenters for events Attend and support on-site logistics Collaborate with UI Marketing and Communications on event strategy and materials Maintain a calendar of special events aligned with HVC strategic initiative.Develop internal communications (emails, message boards, newsletters, etc.)Maintain and update the internal HVC websiteIdentify and report outdated website content; collaborate with Iowa Health Care Marketing on updatesManage internal distribution listsPartner with Iowa Health Care social media and communication teams to ensure brand consistencyWrite staff, program, and project profiles to support internal storytelling and engagementWork with HR in development of communication strategies for staff recruitment marketingServe as liaison for Physician Relations to enhance referring provider communicationsMaintain and reconcile PCard transactionsSubmit and track purchase requests; monitor account activityReconcile expense statements and audit travel vouchers for complianceAssist with cash-handling duties when requiredMay assist with the coordination of onboarding logistics for new hires and transfersSet up workspaces for new staffMay supervise clerical, temporary, or student staffAct as a primary point of contact on behalf of HVC leadershipTriage and direct communication via phone, page, email, or faxRespond to inquiries using appropriate internal resourcesProvide training and act as a knowledgeable resource for team membersMay serve as the lead contact for building and facilities-related issuesDistribute updates on policies, procedures, and administrative communicationsOther duties as assignedIowa Health Care—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.Qualifications:Education Requirement: Bachelor's degree in Business Administration/Management or an equivalent combination of education and experience is required. Experience Requirement: 1-3 years of experience providing direct administrative support Experience managing multiple concurrent objectives and tasks while making effective judgments to the priorities of time and resource allocation. Ability to work independently and demonstration of self-motivation for assignment completion. Demonstrated ability to maintain professionalism and provide appropriate support to complex and confidential matters. Exceptional written, verbal and interpersonal communication skills. Ability to successfully collaborate within a multi-disciplinary team and/or across departments. Proficient in use of Microsoft Office Suite (Outlook, PowerPoint, Excel, and Word). Desired Qualifications: 3 years of experience providing direct administrative support to an administrative leader/executive (health care setting preferred). Comprehensive knowledge of UI policies and procedures, Systems, and regulations Experience working in a healthcare setting Previous experience working in EPICPrimary Location: Iowa CityJob: Administrative/ProfessionalOrganization: HealthcareSchedule: Regular Full-time
Worksite address
iowa city, IA, 52240, US
Who can apply
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