Admin Services Coordinator - VPMA
Admin Services Coordinator - VPMA
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Job Description
University of Iowa Health Careis seeking anAdministrative Services Coordinatorto provide executive level administrative support within the Vice President of Medical Affairs office at UI Health Care. Work as a member of the administrative team providing crosscoverage and backup support to executives. Demonstrate excellent interpersonal skills and ability to interact daily with a variety of internal and external stakeholders while facilitating a positive atmosphere. Exercise independent judgment in obtaining and providing information pertaining to institutional operations recognizing the need for discretion and a high level of confidentiality and professionalism.
Duties and Responsibilities
Operational Support and Management
Serve as a member of the VPMA Executive Support Team and provide crosscoverage and backup support during sick leave/vacation absences.
Provide limited backup support for executives including scheduling meetings prioritizing appointments contacts and other administrative responsibilities. Exercise judgment in determining meeting needs.
Serve as liaison between the VPMA office and other stakeholders including UI Health Care faculty staff and administrators; colleagues in the UI Center for Advancement; external partners/vendors university administration and the public.
Arrange meetings forums and other events. Prepare agendas and materials and provide administrative support during selected meetings.
Receive assignments from senior members of the VPMA executive team.
Maintain office equipment (copiers printers signing machine) and oversee management of VPMA suite conference room scheduling and signage.
Perform other duties as assigned.
Information Management
Handle phone calls greet and direct faculty staff and other visitors. Answer multiline telephone; handle or refer calls to the appropriate individual or area. Open sort and prioritize mail. Handle confidential materials with discretion. Create and maintain departmental informational and communication materials including mass mailings (paper and email).
Communications Management
Exercise discretion in obtaining and providing factual and confidential information related to UI Health Care and institutional operations.
Compose original documents requiring judgment in the application of policies and procedures. Proofread and edit correspondence drafts presentations reports and other documents for grammar formatting and accuracy. Ensure final versions of correspondence presentations reports and other documents are maintained electronically as appropriate.
Maintain effective working relationships with faculty staff students and the public.
Human Resources (HR)
Regularly review and make recommendations for revising and/or further developing office policies and procedures.
Initiate and monitor electronic Workflow transactions in Employee SelfService system.
Participate in crosstraining & development of backup support.
Financial Responsibility
Coordinate travel including flight arrangements hotel reservations car rental and meeting registrations. Prepare requests for travel and itineraries. Correspond with meeting organizers regarding presentations audiovisual needs etc. Prepare travel expense vouchers upon return. Track reconcile and process procurement card vouchers and expenditures.
Monitor budget performance; tabulate track and report on account expenditures; and identify irregularities and recommend corrective action. Prepare pay and reconcile invoices and other budgetary matters as assigned.
Initiate purchasing requests for supplies and equipment. Monitor accounts/expenditures; reconcile statements.
Strategic Planning
May assist in the coordination/preparation of strategic plans.
Required Qualifications
- A Bachelors degree or an equivalent combination of education and experience is required.
- 1 year of related administrative experience is required.
- Excellent customer service public contact and written and verbal communication skills are required.
- Proficiency in computer software applications (MS Word Excel PowerPoint Teams Skype and Zoom) is required.
- A demonstrated ability to multitask meet deadlines and work as part of a team is required.
- Hold a valid drivers license and be able to meet the University of Iowa Fleet Safety Program Driving Standards
- Demonstrated experience working effectively in a welcoming and respectful workplace environment.
Desired Qualifications
- Two or more years of demonstrated experience working with confidential projects using discretion and independent judgment is highly desirable.
- Experience using universitys workflow to initiate and monitor electronic HR financial and other transactions is desirable.
- Experience preparing and entering budget data is desired.
- Ability to occasionally lift 45 lbs.
- Some knowledge of University of Iowa and UI Health Care policies procedures and regulations is desirable.
Application Process:To be considered applicants must uploada cover letter and resume(under the submission of relevant materials)that clearly address how they meet the listed required and desired qualifications of this position. Job openings are posted for a minimum of14calendar days. Successful candidates will be required to selfdisclose 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. For questions contact Sharon Walther at.
This position is not eligible for University sponsorship for employment authorization.
Required Experience:
Exec
Employment Type
Full Time
