Administrative Services Coordinator HCIS

Position Summary

Provide high-level administrative support and project coordination within and across all the divisions in UI Health Care Information Systems. This individual will proactively manage and prioritize senior IT leader deliverables timelines project plans and follow-up in a manner consistent with the highest levels of performance and professionalism. The position is responsible for the coordination and completion of projects and program deliverables across various functional areas. Additionally the position will provide administrative support for the CIO CHIO senior IT leaders and division teams to maintain calendars set-up meetings answer phones and assist with the employee onboarding process for new staff.

Position Responsibilities

• Administrative Support: Prepare materials for committees and work groups (i.e. agendas word documents power point slides); provide administrative support multiple members of our Senior Leadership team; assist with writing content for communications; manage travel arrangements; and submit (and maintain records of) expense reports and timesheets.

• Calendar Management: Manage and maintain high volume calendars for specific Senior Leadership team members while demonstrating time management sensibilities when scheduling and prioritizing commitments; prepare travel itineraries.

• Scheduling / Meeting Management: Effectively organize and coordinate high volume virtual and face-to-face meetings (both internal and external); schedule meeting rooms as needed; when necessary create agendas take/distribute notes and follow up on action items accordingly.

• Event Coordination: Assist with logistical coordination for internal engagement opportunities for small and large groups (virtual and in-person) voluntary and mandatory and/or on- and off-site.

• Office Management: Greet and direct visitors; notify respective staff member(s). Procure office supplies; maintain general office equipment and schedule repairs as necessary; assist with researching innovative solutions to office related concerns; escalate issues accordingly. Answer calls in a timely manner take and forward messages ensure packages and mail are distributed to staff in-office.

• HR Assistance: Assist HR team with in-person or virtual interview coordination; coordinate new hire training schedule set up new hire desk; clean out desk after employee departures; generate and distribute shipping labels; other HR related requests as assigned.

• Operations: Own and manage divisional SharePoint site.

• Maintains multiple databases including access management smart web on-call rotation etc.

• Develops and maintains physical and electronic filing systems.

• Assist on other duties / special projects as assigned.

Health Care Information Systems (HCIS) provides and supports information and communication systems and technology that facilitate quality patient care progressive medical education and innovative research. HCIS services Iowa Health Care by delivering comprehensive high-level support for patient care delivery internal and external communication technology innovation medical education and researchcreating and maintaining a positive productive and rewarding environment for information technology and communication staff.

Pay Grade: $40475/year to commensurate 2B

The University of Iowa offers a generous benefits package including 24 days of paid vacation per year to start and paid sick leave. Complete information regarding the full benefits package may be viewed at of Time: 100%

Location: 3281 Ridgeway Dr Coralville IA 52241 AND 200 Hawkins Drive Iowa City IA 52242

Staff Type: Professional & Scientific

Type of Position: Regular