Administrative Services Coordinator - UI Heart and Vascular Center

UIOWA•Iowa City, IA

74d•Onsite

About The Position

The UI Heart and Vascular Center (HVC) is seeking an Administrative Services Coordinator to provide high-level administrative support to the Administrator, Associate Director, and administrative hallway staff. This role is crucial for supporting internal and external communication strategies, and assisting in the planning and coordination of academic conferences, promotional events, and employee engagement activities across the cardiovascular service line. The position requires upholding the University’s standards for attendance, confidentiality, and the "Excellence Every Time" commitment. Responsibilities include managing leadership calendars, coordinating meetings and events, providing clerical support, handling travel arrangements, purchasing, expense reconciliation, and inventory management. Event management involves organizing and supporting various internal and external events, assisting with message development, and providing on-site coordination. Communication duties include managing the internal website, updating content, and creating/distributing communication materials. The role primarily operates on a weekday schedule (Monday-Friday, 7:00 AM - 5:00 PM) but may require occasional work outside regular business hours for special HVC-sponsored events.

Requirements

Bachelor's degree in Business Administration/Management or an equivalent combination of education and experience
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)

Nice To Haves

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

Responsibilities

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
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
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
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
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
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
May serve as the lead contact for building and facilities-related issues
Distribute updates on policies, procedures, and administrative communications
Other duties as assigned