Admin Services Specialist - VPMA
The Administrative Support Specialist provides executive-level administrative support within the Vice President of Medical Administration’s office at UI Health Care. The role manages complex administrative, financial, strategic planning, and communication management issues, proactively works independently on projects, manages multiple projects with competing deadlines, and uses dynamic problem-solving to proactively plan and anticipate the needs of the executive to advance the goals of the organization. The role requires independent judgment, a high level of discretion, integrity, confidentiality, and professionalism. The Administrative Services Specialist works as a member of the administrative team, providing primary support to a designated executive and cross-coverage and back-up support to executives within the VPMA office.
The successful candidate will demonstrate excellent interpersonal skills and the ability to interact daily with a variety of internal and external stakeholders while facilitating a positive atmosphere. The selected individual will exercise independent judgment in obtaining and providing information pertaining to institutional operations, recognizing the need for discretion and a high level of confidentiality and professionalism.
Position Responsibilities:
Executive Support and Management
Provide proactive administrative support and work closely with designative executive leader, anticipating needs, and assisting in preparation accordingly.
Manage high volume of competing administrative tasks that require an understanding of urgency/prioritization to complete and identify situations to be escalated to leadership.
Filter and attend to day-to-day functions to support executive focus on high-level leadership and strategy functions.
Represent the executive leader in managing and scheduling high-level meetings, developing agendas and related materials, producing meeting minutes, and distribution lists.
Employ sophisticated organizational diplomacy techniques to navigate and manage competing priorities and projects from organizational leaders.
Provide extensive calendar support demanding prioritization of multiple calendars. Necessitates effective communication with various stakeholders throughout the organization and external partners.
Manage high-level executive events and candidate visits.
Assist in the management of administration conference rooms.
Coordinate travel, develop itineraries, and manage all logistics.
Operational Support and Management
Serve as a member of the VPMA Executive Support Team, provide primary support to an assigned executive, and cross-coverage and backup support during sick leave/vacation absences.
Coordinate schedules, including prioritizing appointments, contacts, and other administrative responsibilities. Exercise judgment in determining meeting needs.
Serve as liaison between the VPMA office and other stakeholders, including UI Health Care faculty, staff, and administrators; colleagues in the UI Center for Advancement; external partners/vendors, university administration, and the public.
Arrange meetings, forums, and other events. Prepare agendas and materials and provide administrative support during selected meetings.
Perform other duties as assigned.
Human Resources (HR)
Regularly review and make recommendations for revising and/or further developing office policies and procedures.
Initiate and monitor electronic Workflow transactions in Employee Self Service system.
Oversee cross-training & development of back-up support.
Financial Responsibility
Coordinate travel, including flight arrangements, hotel reservations, car rental, and meeting registrations. Prepare requests for travel and itineraries. Correspond with meeting organizers regarding presentations, audiovisual needs, and related matters. Prepare travel expense vouchers upon return. Track, reconcile, and process procurement card vouchers and expenditures.
Monitor budget performance; tabulate, track, and report on account expenditures; and identify irregularities and recommend corrective action. Prepare, pay, and reconcile invoices and other budgetary matters as assigned.
Initiate purchasing requests for supplies and equipment. Monitor accounts/expenditures; reconcile statements.
Strategic Planning
May assist in the coordination/preparation of strategic plans.
Communication, Information, and Data Management
Handle phone calls, greet and direct faculty, staff, and other visitors. Answer multi-line telephone; handle or refer calls to the appropriate individual or area.
Draft and edit correspondence, complex presentations, and sensitive correspondence on behalf of executive leadership using a high degree of confidentiality. Manages replies to correspondence on behalf of the executive.
Provide correspondence about proposed contract edits and load into system for review and processing.
Ensure accurate filing and tracking of all documentation, including memos, correspondence, presentations, and reports.
Proofread and edit correspondence, drafts, presentations, reports, and other documents for grammar, formatting, and accuracy. Ensure final versions of correspondence, presentations, reports, and other documents are maintained electronically as appropriate.
Identify discussion topics and prepare executive for meetings and conferences.
Compile, format, and create visual representation of data through excel, including use of formulas and PivotTables.
May assist with HCIS access requests, maintenance requests, and telecommunication requests.
Always maintain confidentiality.
Open, sort, and prioritize mail. Handle confidential materials with discretion.
Create and maintain departmental informational and communication materials, including mass mailings (paper and e-mail).
Maintain effective working relationships with faculty, staff, students, and the public.
Exercise discretion in obtaining and providing factual and confidential information related to UI Health Care and institutional operations.
Required Qualifications:
A Bachelor's degree or an equivalent combination of education and experience is required.
2 years of related administrative experience is required.Ability to manage complex and detailed calendars, schedule meetings, and respond to urgent requests both internally and externally.
Strong interpersonal and partnership skills. Ability to understand and navigate complex professional relationships, respond to challenging people and circumstances, and react with situational appropriateness.
Ability to draft and edit correspondence, speeches, and presentations representative of the leader’s tone and voice.
Demonstrated ability to work independently to complete multiple projects on time and with a high degree of accuracy. Superior organizational and prioritization skills.
Proficiency in Microsoft Office software 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.
Excellent customer service, public contact, and written and verbal communication skills.
A demonstrated ability to multi-task and meet deadlines.
Demonstrated experience working effectively in a welcoming and respectful workplace environment.
Desired Qualifications:
Education, training, experience in business administration and functions is highly desired.
Experience coordinating travel and reconciling associated expenses
Knowledge and understanding of financial accounting systems specific to UI Health Care.
Knowledge of University of Iowa and UI Health Care policies, procedures and regulations
Knowledge of University of Iowa procurement and travel policies and procedures
Experience working in an academic medical center or other complex organization.
Ability to analyze and visually present data.
Two or more years of demonstrated experience working with confidential projects using discretion and independent judgment is highly desirable.
Application Process: To be considered, applicants must upload a cover letter and resume (under the submission of relevant materials) that clearly address how they meet the listed required and desired qualifications of this position. Job openings are posted for a minimum of 7 calendar days. Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.
Up to 5 professional references will be requested at a later step in the recruitment process. For questions, contact Sharon Walther at sharon-walther@uiowa.edu.
This position is not eligible for University sponsorship for employment authorization now or in the future.
Equal opportunity employer
The University of Iowa is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, or associational preferences.
Persons with disabilities who need assistance or accommodations with the application or interview process may contact University Human Resources/Faculty and Staff Disability Services, (319) 335-2660 or fsds@uiowa.edu. For jobs in UI Health care, please contact UI Health care Leave & Disability Administration at 319-356-7543.
