Executive Administrative Assistant, Hospital Administration

University of Iowa • Iowa City, IA

2d

About The Position

UI Health Care is seeking a skilled Executive Administrative Assistant to serve as the primary point of contact for internal and external constituencies and provide high-functioning administrative support to Hospital Administration executive leadership. The position manages complex administrative, financial, strategic planning, and communication matters; works independently on projects; and coordinates multiple projects with competing deadlines. It calls for dynamic problem-solving, anticipating executive needs, and advancing organizational goals while exercising independent judgment, discretion, integrity, confidentiality, and professionalism. The position also provides backup administrative support to other Hospital Administration executive leaders as needed.

Responsibilities include executive support and management; communication, information, and data management; and financial administration. The assistant provides calendar and meeting support, coordinates executive events and travel, drafts and manages correspondence, organizes information and documentation, prepares and presents data, and initiates and tracks financial transactions. The role may also assist with conference room management, onboarding, reception coverage, and access, maintenance, and telecommunication requests.

Requirements

• Bachelor’s degree in business administration, finance, accounting, or a related field, or an equivalent combination of education.
• Ability to manage complex, detailed calendars, schedule meetings, and respond to urgent internal and external requests.
• Strong interpersonal and partnership skills, including the ability to navigate complex professional relationships and respond appropriately to challenging people and circumstances.
• Ability to draft and edit correspondence, speeches, and presentations that reflect the leader’s tone and voice.
• Demonstrated ability to work independently, complete multiple projects on time, and maintain 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 related 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, anticipate needs, and assist with preparation.
• Manage competing administrative tasks, prioritize by urgency, and identify situations requiring escalation to leadership.
• Filter and manage day-to-day functions so executives can focus on leadership and strategy.
• Represent executive leaders in managing and scheduling high-level meetings; develop agendas and materials, prepare minutes, and distribute materials.
• Navigate competing organizational priorities and projects using diplomacy.
• Provide extensive support for multiple calendars and communicate with internal stakeholders and external partners.
• Manage executive events and candidate visits.
• Assist with management of Hospital Administration conference rooms.
• Coordinate travel, prepare itineraries, and manage logistics.
• Assist with onboarding and training new Hospital Administration staff as needed.
• Assist with reception desk coverage.
• Draft and edit correspondence, complex presentations, and sensitive communications on behalf of executive leadership; manage replies to correspondence.
• Provide 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 memos, correspondence, presentations, reports, and other documentation accurately.
• Identify discussion topics and prepare executives for meetings and conferences.
• Compile, format, and visually represent data in Excel, including using 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 that support successful departmental operations.
• Answer questions, obtain and enter information, ensure information is current and accurate, and prepare reports.
• Provide backup administrative support for additional Hospital Administration executive leadership as needed.

What This Job Offers

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