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ADMIN SERVICES SPECIALIST

University of Iowa Hospitals and Clinics
Iowa City

Job Description

The UI Heart & Vascular Center (HVC) has an exciting opportunity on our administrative leadership team.

Primary responsibilities include: Operations, Information/Communication Management, Finance/Budgeting, Strategic Planning and Marketing/Outreach.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

Exercise discretion and independent judgment regarding matters of significance.

Assist with planning, developing, coordinating and implementing projects, programs and/or activities for the HVC.

Serve as the primary liaison on behalf of the Director and/or HVC leadership team as delegated.

Plan and coordinate HVC events and provide on-sight direction and support. Collect and maintain information and documentation related to events (i.e., attendees, etc.).

Facilitate standing meetings including but not limited to: staff meetings, HVC leadership and management meetings, Town Halls, and HVC Executive Board meetings.

Develop and coordinate communications related to the HVC; research information to facilitate communication process; use appropriate technology to create and manage correspondence and various communications. Prepare appropriate materials/handouts/reports as directed by HVC leadership.

Coordinate and distribute standing newsletter efforts (internal and external) as well as quarterly scorecard metrics. Research ideas, format, provide content as necessary, and distribute.

Gather and provide information to the HVC, Departments, Divisions, Hospital and College as necessary; maintain updated communication distribution lists.

Coordinate HVC travel arrangements. Ensure appropriate use of funds per policy/protocol.

Participate in annual budget preparation and generate financial reports as necessary. Utilize StrataJazz to enter, edit and/or revise as required.

Assist in monitoring monthly expenditures and make appropriate purchases/reconciliations. Investigate and resolve discrepancies in timely manner. Research, review and initiate purchase of equipment and/or supplies for the HVC as directed.

Assist in the development and implementation of the HVCs strategic plan (short and long-term) in collaboration with the HVC leadership team. Work with designated Accountable Leaders to help ensure appropriate progress and direction. Oversee rollout/distribution and communication efforts.

Provide HVC Marketing/Outreach support and coordinate efforts on behalf of the HVC. Collaborate with the Joint Office of Marketing and Communications to implement and oversee priorities (web, promotional, social media, etc.) at the direction of the HVC Chief Operating Officer.

POSITION EXPECTATIONS:

Positive Impact/Achieving Results: Ability to utilize existing resources and learning to achieve or exceed desired outcomes of current and future organizational goals/needs. Able to demonstrate ethical behavior in diverse situations while producing results.

Service Excellence/Customer Focus: Ability to meet or exceed customer service needs and expectations and provide excellent service in a direct or indirect manner. Ability to effectively transmit and interpret information through appropriate communication with internal and external customers.

Collaboration and Embracing Diversity: Ability to work with a variety of individuals and groups in a constructive and civil manner while appreciating the unique contribution of individuals from varied cultures, race, creed, color, national origin, age, sex, disability, sexual orientation, and gender identity.

Qualifications

1-3 years related administrative experience required.

Previous experience creating/editing/distributing departmental communications.

Previous experience in budgeting and expense monitoring/reconciliation.

Excellent written and verbal communication skills required.

Must be proficient in computer software applications including specifically Word, Excel, Outlook, and PowerPoint required.

Ability to work well within a multi-disciplinary team and collaborate effectively with organizational levels, both internal and external to the Center and institution.

Salary

$38,724.00 to Commensurate

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