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Administrative Services Coordinator - UI Heart and Vascular Center

Administrative Services Coordinator - UI Heart and Vascular Center

University of Iowa Hospitals & ClinicsIowa City, IA, United States
2 days ago
Job type
  • Full-time
Job description

Description

The UI Heart and Vascular Center (HVC) is looking for someone to c ontribute 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.

We are the best heart hospital in Iowa. UI Heart & Vascular Center is recognized by U.S. News & World Report as the best hospital in the state for cardiology and heart surgery patient care. The best hospitals nationally received this rating based on patient outcomes, number of high-risk patients seen, patient experience, advanced clinical technologies, and more.

Being a Nurse in the Heart and Vascular Center

Position Responsibilities

Operational Support & Office Management

  • Provide confidential administrative support regarding sensitive operational, personnel, and financial matters
  • Manage calendars for Administrator, Associate Director, and other admin leaders
  • Coordinate meetings, conferences, and special events :

Book rooms, coordinate agendas, order food, make travel / accommodation arrangements

  • Track attendance and manage follow-up communications
  • Serve as main point of contact for Policy Tech management within the Center
  • Coordinate office and clinical workspace moves
  • Maintain supplies and manage mail delivery, breakroom upkeep, and hallway communications
  • Oversee administrative hallway cleanliness and organization
  • Serve as administrative backup for two other coordinators
  • May oversee conference room calendar
  • Work on special projects as assigned by Administrator or Associate Director

    • Event Planning & Execution

  • Assist 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.

    • Communications & Website Management

  • Develop internal communications (emails, message boards, newsletters, etc.)
  • Maintain and update the internal HVC website
  • Identify and report outdated website content; collaborate with Iowa Health Care Marketing on updates
  • Manage internal distribution lists
  • Partner with Iowa Health Care social media and communication teams to ensure brand consistency
  • Write staff, program, and project profiles to support internal storytelling and engagement
  • Work with HR in development of communication strategies for staff recruitment marketing
  • Serve as liaison for Physician Relations to enhance referring provider communications

    • Financial Support

  • Maintain and reconcile PCard transactions
  • Submit and track purchase requests; monitor account activity
  • Reconcile expense statements and audit travel vouchers for compliance
  • Assist with cash-handling duties when required

    • Human Resources Support

  • May assist with the coordination of onboarding logistics for new hires and transfers
  • Set up workspaces for new staff
  • May supervise clerical, temporary, or student staff

    • Customer Service & Information Flow

  • Act as a primary point of contact on behalf of HVC leadership
  • Triage and direct communication via phone, page, email, or fax
  • Respond to inquiries using appropriate internal resources
  • Provide training and act as a knowledgeable resource for team members

    • Facilities & Building Support

  • May serve as the lead contact for building and facilities-related issues
  • Distribute updates on policies, procedures, and administrative communications
  • Other duties as assigned

    • Iowa 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 EPIC

    • In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission :

  • Resume
  • Cover Letter

    • Job openings are posted for a minimum of 7 calendar days and may be removed from posting and filled any time after the original posting period has ended.

    Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential / education verification. Up to 5 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 additional questions, please contact Jordan Adam at jordan-adam@uiowa.edu or 319-384-5699.

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