What are the responsibilities and job description for the Admin Services Coordinator - VPMA position at The University of Iowa?
University of Iowa Health Care is seeking an Administrative Services Coordinator to provide executive level administrative support within the Vice President of Medical Affair’s 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.
Required Qualifications
- A Bachelor's 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 multi-task, meet deadlines and work as part of a team is required.
- Hold a valid driver’s 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 university’s 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 upload a 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 of 14 calendar days. 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. For questions, contact Sharon Walther at sharon-walther@uiowa.edu.
This position is not eligible for University sponsorship for employment authorization.
