Admin Services Coordinator - Heart and Vascular Center

The Heart and Vascular Center is looking for someone to help contribute to the success of the center (HVC) by providing high-level administrative assistance to the Physician Executive Director through the coordination and support of clinical and operational activities within the cardiovascular service line. This position will adhere to the standards regarding attendance, confidentiality and Excellence Every Time, along with all other University policies, procedures and practices.

Responsibilities include but are not limited to: coordination of travel, purchasing, asset/inventory management, expense reconciliation, clerical support for designated clinical units, compliance tracking, ELMS review/auditing, meeting and event coordination, administrative/managerial calendar management, and miscellaneous administrative tasks as assigned.  The position will also serve as a coordinator for the Cardiovascular Invasive Procedural Unit and include administrative duties as assigned by the Nurse Manager. 

This role will primarily work a regular shift, Monday-Friday between the hours of 7AM and 5PM but might require occasional work outside or regular business hours for special HVC-sponsored events.

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.

Duties to include:

Operational Support and Management 

• Exercise a high level of autonomy and maintain confidentiality while performing primary administrative support to the HVC Physician Executive Director regarding sensitive operational, financial, personnel, and business matters. 
• Coordinate office and/or clinical workspace moves.
• Assist with the coordination of conferences/events/meetings. Collaborate schedules, invite speakers, reserve space, create itineraries, make travel and accommodation reservations, order lunch and make dinner reservations, distribute communication, submit appropriate reimbursements, and reconcile related expenses.
• Assist with the coordination of special events (i.e., employee recognition, town halls, etc.). May include attendance tracking, space reservation, food purchase, and the creation/distribution of flyers/brochures and emails.
• Provide calendar management/support to HVC Physician Executive Director and administrative team(s). Schedule, accept, 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 purchasing (i.e., office supplies, equipment, etc.) and asset/inventory management.
• Provide cross-functional support to the HVC administrative teams for items such as (but not limited to) managing schedules, creating/distributing correspondence, and making travel arrangements. 
• Serve as point person for HVC administration area to order and maintain office supplies, oversee mail delivery, ensure administration hallway is clean , maintain admin breakroom, and
• update message board communication.
• Serve as Cardiovascular Invasive Procedural Unit coordinator to support various administrative tasks related to record keeping, scheduling meetings, and oversight of conference room schedule and cleanliness.

Human Resources (HR)

• Actively participate in the onboarding of new hires/transfers. Coordinate the set-up of office and/or clinical workspace.
• May supervise clerical support staff and/or student/temporary staff as directed. 

Financial Responsibility

• 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 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.

Information Management

• Serve as a primary contact on behalf of the HVC Physician Executive Director and Center by providing appropriate information and timely response to inquiries.  
• Triage and direct calls, pages, Voalte messages, emails and/or faxes as appropriate for both internal and external customers.
• Gather and provide information using appropriate resources.
• Act as knowledgeable resource while assisting with inquiries.  Provide training as needed/directed.

Communications Management

• 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 as directed from HVC administration or managerial teams.

Education Required:

• Bachelor's degree in Business Administration/Management or an equivalent combination of education and experience is required.

Required Qualifications:

• 1-3 years of experience providing direct administrative support to an administrative leader/executive (health care setting preferred).
• Experience managing multiple concurrent objectives and tasks while making effective judgments to the priorities of time and resource allocation.
• Ability to work independently and demonstration of self-motivation for assignment completion.
• Demonstrated ability to maintain professionalism and provide appropriate support to complex and confidential matters.
• Exceptional written, verbal and interpersonal communication skills.
• Ability to successfully collaborate within a multi-disciplinary team and/or across departments.
• Proficient in use of Microsoft Office Suite (Outlook, PowerPoint, Excel, and Word).
• Must possess a valid driver's license and meet University's Fleet Safety Program.

Desired Qualifications:

• 3 years of experience providing direct administrative support to an administrative leader/executive (health care setting preferred).
• Comprehensive knowledge of UI policies and procedures, Systems, and regulations
• Experience working in a healthcare setting
• Previous experience working in EPIC

Position and Application details:

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 Cassandra Lacina (cassandra-lacina@uiowa.edu)