University of Iowa
Administrative Services Coordinator - UI Heart and Vascular Center
University of Iowa, Iowa City, Iowa, United States, 52245
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.
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 Maintain and update the internal HVC website Identify and report outdated website content; collaborate with Iowa Health Care Marketing on updates Manage internal distribution lists Partner with Iowa Health Care social media and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.® 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. Additional Information Classification Title: Admin Services Coordinator Appointment Type: Professional and Scientific Schedule: Full-time Work Modality Options: On Campus Compensation Pay Level: 2B Contact Information Organization: Healthcare Contact Name: Jordan Adam Contact Email: jordan-adam@uiowa.edu
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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.® 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. Additional Information Classification Title: Admin Services Coordinator Appointment Type: Professional and Scientific Schedule: Full-time Work Modality Options: On Campus Compensation Pay Level: 2B Contact Information Organization: Healthcare Contact Name: Jordan Adam Contact Email: jordan-adam@uiowa.edu
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