Governance and Executive Communications Specialist

University of Iowa•Iowa City, IA

11d

About The Position

Under the direction of the Administrative Chief of Staff , the Governance and Executive Communications Specialist is responsible for the planning, coordination, and logistical management of University of Iowa (UI) Health Care’s internal and public governance structures. Additionally, this role drafts high-impact executive-level messaging to support business goals. This position oversees the overall development and management of processes and systems that increase efficient and effective operations for UI Health Care’s internal governance structure, the Clinical Systems Committee (CSC), including its subcommittees and their working groups. The Specialist, in consultation with the co-chairs and members of the CSC and its subcommittees and working groups, develops systems and procedures to ensure relevant information and decisions flow through the UI Health Care internal governance structure in a timely, orderly, and replicable manner. This position is responsible for advising and supporting all CSC subcommittee and working group members for individual accountability to such systems and procedures. With guidance from the Administrative Chief of Staff, the role is responsible for drafting a range of content, including crafting executive messaging and preparing comprehensive presentations for governing bodies in both public and private forums. The role requires close collaboration with UI Health Care leadership to research and create engaging and informative materials to support the business and operational communication goals. The Specialist aligns the governance systems with the overall vision, objectives, and strategy of UI Health Care leadership. Additionally, with direction from the Administrative Chief of Staff, the Specialist coordinates with leaders across the enterprise, analyzes data, drafts messaging, develops content, and ensures timely delivery of materials for UI Health Care’s regular presentations to organizational governance.

Requirements

A bachelor’s degree or the equivalent combination of education and experience is required.
3 years of experience with organizational management or governance of a large institution
Experience drafting governance documents or executive level communications
Proficiency in Microsoft Office software applications, including Word, Outlook, PowerPoint, and Excel, is required.
Aptitude for strategic communications, and ability to communicate effectively and professionally, both verbally and in writing
Superior attention to detail, including skills in process improvement, project design, and project management skills
Demonstrated ability to work independently to guide groups of individuals to meet project deadlines.
Superior organizational and prioritization skills; deadline-driven. Demonstrated ability to meet tight deadlines, multitask, and work on several projects simultaneously in a fast-paced environment.
Strong team collaboration and interpersonal skills.
Ability to build trust and to establish and maintain effective working relationships with a team, all levels of management, and all constituents.
Demonstrated experience working with stakeholders to collate information and build out narratives based upon a given direction
Exceptional attention to detail with good analytical skills
Ability to maintain confidentiality of all information encountered
Professional demeanor and ability to defuse sensitive situations in a calm manner
Demonstrated experience working effectively in a welcoming and respectful workplace environment.

Nice To Haves

7 years of experience with organizational management or governance of a large and multi-faceted institution
Master’s degree desired
Knowledge of healthcare administration
Knowledge of University of Iowa and University of Iowa Health Care policies, procedures, and regulations

Responsibilities

With oversight from the Administrative Chief of Staff, analyze data, draft communications, and develop content that best conveys key messages for UI Health Care’s regular presentations to internal and external governance groups.
Support the Administrative Chief of Staff in managing all communications, presentations, meetings, and agendas with hospital governance.
Ensure the scheduling, internal preparation, coordination, and successful execution of materials for hospital governance meetings, in adherence with established deadlines set forth by internal and external constituents.
Serve as an organizational resource for all issues related to the CSC, its subcommittees, and working groups. Develop and implement processes that engage CSC subcommittees and working group staff and communicate and train subcommittee and working group leadership in these processes.
Make appropriately delegated decisions regarding implementation of governance structure and responsible for moving approved processes and process changes forward independently.
Collaborate and coordinate with UI Health Care Chief Legal Counsel, Medical Chief of Staff, and other key partners and stakeholders to ensure UI Health Care implements CSC bylaws appropriately and as they are written. Engage with Chief Legal Counsel in reviewing and proposing edits to bylaws to reflect operational practice and workflow.
Prepare, manage, attend CSC meetings, and maintain required records, minutes, and board meeting materials in accordance with UI Health Care, University of Iowa, and Iowa Board of Regents requirements, engaging other stakeholders as appropriate.
Implement and maintain the software system that is used for CSC.
Design systems to ensure items presented to the CSC have been appropriately reviewed, discussed and approved by appropriate governing groups and management before being presented to CSC. Ensure that discussions at CSC subcommittee meetings are aligned with the goals and timelines of the CSC and the overall health care enterprise.
Provide comprehensive support for the CSC, and direction and support for its subcommittees and working groups. Provide sophisticated planning assistance to each of the CSC subcommittees and working groups, and manage rosters and appointments to better achieve the objectives of CSC. Ensure that all CSC and subcommittee members meet uniform standards for participation, and that rosters are revised accordingly. Ensure that rosters for CSC, its subcommittees, and working groups are kept up to date, and that members are invited to join or thanked for their service in a timely and systematized manner.
Track metrics, deliverables, and progress pertinent to assigned subcommittees to improve results as items flow through CSC, subcommittees, and working groups.
Prepare agendas and associated materials for CSC. Assist the Medical Chief of Staff and the CSC co-chairs in preparing materials for presentation. Use judgment in assessing the urgency and relevance of proposed agenda items and support agenda planning to ensure timely, relevant, and appropriate topics are managed to meet the overall objectives of CSC.
Ensure that all CSC subcommittees, working groups, and their members are compliant with CSC bylaws. Deliver clear, standardized answers to inquiries about CSC processes. Develop templates for use by CSC subcommittees and working groups to ensure standard operating procedures across all CSC sub-entities. Such templates should include schedules of meetings, template agendas, rosters, attendance sheets, meeting minutes, appointment letters, and annual reports.
Establish and maintain effective working relationships with all leadership and membership of CSC, its subcommittees, and working groups.
Triage, prioritize, and follow up on questions and concerns from CSC members that require input from the CEO/Chief of Staff/CSC Co-Chairs.
Prepare reports and presentations by analyzing data and optimizing the usage of Excel, PowerPoint, and Microsoft Word.
Draft and edit executive-level materials for the CEO, including memos, talking points, and presentations
Translate complex information into clear, compelling narratives
Manage sensitive and confidential information
Collaborate with the Marketing and Communications department to target and amplify messages across a variety of channels
Edit and proofread to ensure accuracy of information in final communications
As a member of the Administrative Chief of Staff’s office, assist with other projects as needed, including but not limited to collating and analyzing data and data visualizations for quarterly departmental meetings; drafting, editing, and proofreading communications on behalf of the Chief of Staff; and conducting other analyses as directed by the Administrative Chief of Staff.