Administrative Services Coordinator - HCIS

University of Iowa • Iowa City, IA

6d

About The Position

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.
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 research—creating and maintaining a positive, productive, and rewarding environment for information technology and communication staff.

Requirements

• Bachelor’s degree or an equivalent combination of education and experience.
• 6 mos. to 1-year administrative experience in a complex organization such as an academic medical center, medical school teaching hospital, or research university.
• Proven track record of researching, organizing, analyzing, and synthesizing information to support effective decision making.
• Demonstrated ability to work collaboratively across functions, levels, and departments toward shared objectives.
• Demonstrated organizational and project management skills.
• Strong interest and ability to quickly learn new software and business tools.
• Proficiency with Microsoft computer software applications.
• Excellent communication skills at the verbal, written and presentation levels.

Nice To Haves

• Experience working in Cherwell ticketing ESC system.
• Experience working in a fast-paced, rapidly changing information technology environment.

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.

Benefits

• 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 https://hr.uiowa.edu/benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level