Executive Administrative Assistant, Hospital Administration

UIOWA • Iowa City, IA

1d

About The Position

UI Health Care seeks a skilled Executive Administrative Assistant to serve as the primary contact for internal and external constituents and provide high-functioning administrative support to Hospital Administration executive leadership. The position manages complex administrative, financial, strategic planning, and communications matters; independently advances projects with competing deadlines; and anticipates executive needs in support of organizational goals. The role requires discretion, integrity, confidentiality, independent judgment, and professionalism. It also provides backup administrative support to other Hospital Administration executive leaders as needed.

Responsibilities include executive calendar and meeting management, correspondence and information management, financial transaction support, event and travel coordination, and contributing to departmental processes. Applicants must submit a cover letter and resume that address the required and desired qualifications. Successful candidates must disclose conviction history and will undergo criminal background and credential/education verification. Up to five professional references may be requested later. This position is not eligible for University sponsorship for employment authorization now or in the future.

Requirements

• Bachelor’s degree in business administration, finance, accounting, or a related field, or an equivalent combination of education.
• Ability to manage complex and detailed calendars, schedule meetings, and respond to urgent internal and external requests.
• Strong interpersonal and partnership skills.
• Ability to navigate complex professional relationships and respond appropriately to challenging people and circumstances.
• Ability to draft and edit correspondence, speeches, and presentations in the leader’s tone and voice.
• Demonstrated ability to work independently and complete multiple projects on time with a high degree of accuracy.
• Superior organizational and prioritization skills.
• Proficiency with Microsoft Office applications, including Word, Outlook, PowerPoint, Excel, and Teams.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to work effectively with a team and all levels of leadership.
• Willingness to assume new responsibilities.

Nice To Haves

• Education, training, and experience in business administration and functions.
• Experience coordinating travel and reconciling associated expenses.
• Knowledge of University of Iowa procurement and travel policies and procedures.
• Knowledge of University of Iowa and UI Health Care policies, procedures, and regulations.
• Experience working in an academic medical center or another complex organization.
• Ability to analyze and visually present data.
• Knowledge and understanding of financial accounting systems specific to UI Health Care.

Responsibilities

• Provide proactive administrative support to Hospital Administration executive leadership and anticipate executive needs.
• Manage competing administrative tasks, prioritize urgent requests, and identify matters requiring escalation.
• Filter and manage day-to-day functions so executive leaders can focus on leadership and strategy.
• Represent executive leaders in scheduling high-level meetings; develop agendas and materials, prepare minutes, and manage distribution lists.
• Navigate competing organizational priorities and projects using diplomacy.
• Provide extensive calendar support across multiple calendars and communicate with organizational stakeholders and external partners.
• Manage executive events and candidate visits.
• Assist with management of hospital administration conference rooms.
• Coordinate travel, develop itineraries, and manage logistics.
• Assist with onboarding and training new hospital administration staff as needed and provide reception desk coverage.
• Draft and edit correspondence, presentations, and sensitive communications on behalf of executive leadership; manage replies on their behalf.
• Prepare correspondence about proposed contract edits and load it into the system for review and processing.
• Serve as the first point of contact for inquiries and complaints directed to executive leadership.
• File and track documentation, including memos, correspondence, presentations, and reports.
• Identify discussion topics and prepare executives for meetings and conferences.
• Compile, format, and visually present data in Excel, including use of formulas and PivotTables.
• May assist with HCIS access, maintenance, and telecommunication requests.
• Maintain confidentiality.
• Track, reconcile, and process procurement card vouchers and expenditures, membership and licensure renewals, and membership registrations.
• Assist leadership with scheduling budget meetings.
• Initiate financial transactions, including purchase orders, travel approvals, reimbursements, purchase requisitions, deposits, and travel expense vouchers.
• Contribute to creating or modifying processes for successful department operations.
• Answer questions, obtain and enter information, ensure information is current and accurate, and prepare reports.

What This Job Offers

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