Administrative Services Coordinator - UI Heart and Vascular Center
No Nights, Weekends or Holidays!
The Heart and Vascular Center Clinic is looking for someone to provide essential operational and communications support in order to contribute to the success of our clinic and administrative team. This role will manage calendars, coordinate events, support clinical initiatives, and ensure smooth day-to-da operations. The role will also play a key role in onboarding new staff, working with leadership to maintain compliance, and handle purchasing and financial reconciliation.
We are the best heart hospital in Iowa.
UI Heart & Vascular Center is recognized by U.S. News & World Report as the best hospital in the state for cardiology and heart surgery patient care. The best hospitals nationally received this rating based on patient outcomes, number of high-risk patients seen, patient experience, advanced clinical technologies, and more.
Position Responsibilities
- Monitor and ensure staff compliance with required certifications, education, and institutional deadlines.
- Exercise a high level of autonomy and maintain confidentiality while performing administrative support for HVC administrative and/or managerial team(s) regarding sensitive operational, financial, personnel, and business matters.
- Coordinate HVC special events (i.e., employee recognition, town halls, etc.). May include attendance tracking, space reservation, food purchase, and set up/tear down of events.
- Provide calendar management/support to HVC administrative and/or managerial team(s). Schedule, edit and/or rearrange meetings as directed. Secure space location, coordinate and distribute agenda, and create and distribute meeting minutes in a timely manner.
- Assist with HVC purchasing (i.e., office supplies, equipment, etc.) and asset/inventory management.
- Provide support to the HVC administrative and managerial teams for items such as (but not limited to) managing schedules, creating/distributing correspondence, and making travel arrangements.
- Determine staff assignments based on clinic need; including staff schedule, daily staffing (sign-offs), and staff adjustments based on various clinic volumes
- Maintain provider templates; including but not limited to, closures, add-ons, adjustments, overbooks, etc. and reports discrepancies to supervisor
- Coordinate provider schedules (Master schedules, daily templates and clinic closures)
- Serve as HVC point person for clinic and hospital-wide accreditation
- May perform other duties as assigned
- Maintain and reconcile designated PCard. Gather invoices/receipts, assign expenses to the appropriate account, and submit for review by established deadline.
- Initiate purchase requests for supplies and equipment. Monitor accounts/expenditures. Reconcile statements.
- Audit HVC travel expense vouchers. Review submitted expenses for appropriateness, ensure required receipts and documentation are included, and submit for further review by established deadline.
- Assist with cash handling procedures (act as cash collection point cashier and/or deposit preparer as needed/required.
- Ensure compliance with all related policies and procedures.
- Serve as a primary contact for the project, program, unit, or Center by providing appropriate information and timely response to inquiries.
- Serve as a point of contact for PCard, and travel.
- Act as knowledgeable resource while assisting with inquiries. Provide training as needed/directed.
- May serve as primary contact for building maintenance and facilities management and requests.
- Maintain a professional and helpful manner in all communications.
- Distribute information, policies, and procedures related to HVC administration or managerial teams.
University of Iowa Health Care—recognized as one of the best hospitals in the United States—is Iowa's only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients. Simply stated, our mission is: Changing Medicine. Changing Lives.®
Education Requirement
- Bachelor's degree in business administration/management or an equivalent combination of education and experience is required.
Experience Requirement
- 1-3 years of experience providing support to clinical operations within a health care setting.
- 1-3 years of experience providing customer service.
- Demonstrates excellent organizational skills with the clear ability to prioritize tasks/assignments, meet deadlines, maintain professionalism, and provide appropriate support to matters of complex and confidential nature.
- Ability to successfully collaborate within a multi-disciplinary team and/or across departments.
- Demonstrates proficiency in use of Microsoft Office applications (Outlook, PowerPoint, Excel, and Word).
Desired Qualifications
- Experience working with confidential tasks using discretion and independent judgement.
- Knowledge of University policies and procedures.
- Working knowledge of EPIC.
- Experience planning and/or organizing meetings and group events and serving as a liaison is desirable.
- Knowledge of University procurement and travel policies is desirable.
In order to be considered for an interview, applicants must upload the following documents and mark them as a “Relevant File” to the submission:
- Resume
- Cover Letter
Job openings are posted for a minimum of 14 calendar days and may be removed from posting and filled any time after the original posting period has ended.
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 additional questions, please contact Jordan Adam at jordan-adam@uiowa.edu or 319-384-5699.
Equal opportunity/affirmative action employer
The University of Iowa is an equal opportunity/affirmative action 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, gender identity, 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.
