DescriptionUnder general supervision, provide executive level administrative support to the leadership of UI Health Care Medical Center North Liberty (MCNL), with primary support provided to the Associate Chief Nursing Officer and Director of Operations. Work as a member of the administrative team providing cross-coverage and back-up support to other executives. Demonstrate excellent interpersonal skills and ability to interact daily with a variety of internal and external stakeholders while facilitating a positive atmosphere. 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. This individual will proactively manage and prioritize senior leader deliverables, timelines, project plans and follow-up, in a manner consistent with the highest levels of performance and professionalism.Operational Support and Management
- Serve as a member of the MCNL Executive Support team and provide cross-coverage and backup support during sick leave/vacation absences.
- Coordinate schedules, including prioritizing appointments, contacts, and other administrative responsibilities. Exercise judgement in determining meeting needs in collaboration with assigned leaders.
- Serve as liaison between MCNL leadership 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 on behalf of assigned MCNL leaders. 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 as needed.
- 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, etc. Prepare travel expense vouchers upon return. Track, reconcile, and process procurement card vouchers and expenditures.
- May assist with monitoring of 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.
Information 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. 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).
Communications Management
- Exercise discretion in obtaining and providing factual and confidential information related to UI Health Care and institutional operations.
- Compose original documents requiring judgment in the application of policies and procedures. 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.
- Maintain effective working relationships with faculty, staff, students, and the public.
Pay Level: 2B Professional and Scientific Pay Structures | University Human Resources - The University of IowaThe new University of Iowa Health Care North Liberty Campus will open in the Spring of 2025. This 469,000 square foot facility will be home to UI Health Care's nationally recognized Orthopedics service line, offering comprehensive, coordinated, and accessible care across the outpatient, inpatient, and surgical venues. These state-of-the-art clinical facilities will also include a full-service community imaging center, laboratory services, physical therapy, retail pharmacy, and emergency department as well as an array of support services. The facility has been designed to support a superior patient and staff experience; excellence across our patient care, teaching, and research missions; convenient access to services; and engaging community partnerships. UI Health Care is seeking a welcoming, highly skilled, and collaborative workforce to be a part of the opening team for this superb new campus, and to help further our mission of: Changing Medicine. Changing Lives. ®
QualificationsRequired Qualifications:
- A Bachelor's degree or an equivalent combination of education and experience is required.
- One-year of related administrative support experience is required.
- Excellent customer service, public contact, and written and verbal communication skills are required.
- Proficiency in computer software applications (MS Word, Excel, PowerPoint, Skype, and Zoom) is required.
- A demonstrated ability to multi-task and meet deadlines is required.
- Experience working with online systems and tools in a complex organizational environment.
Desired Qualifications:
- Two or more years of demonstrated experience working with confidential projects using discretion and independent judgment is highly desirable.
- Experience using University of Iowa's workflow to initiate and monitor electronic HR, financial, and other transactions is desirable.
- Some knowledge of University of Iowa and UI Health Care policies, procedures, and regulations is desirable.
- Experience coordinating travel itinerary and maintaining records.
Application Info: In order to be considered, applicants must upload a resume and mark it as required to the submission. Job openings are posted for a minimum of
14 calendar days.Successful candidates must self-disclose any conviction history and will be subject to a criminal background check and education verification. Please reach out to ...@uiowa.edu with any questions.