Admin Services Coordinator VPMA

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 cross-coverage and back-up 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 cross-coverage and backup support during sick leave/vacation absences.

Provide limited back-up 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.

Oversee ordering tracking inventory receipt deployment and storage of office and kitchen supplies as well as other hospitality amenities.

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 multi-line 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 e-mail).

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 Self-Service system.

Participate in cross-training & development of back-up 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.