Admin Services Specialist – The University of Iowa – Iowa City, IA

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The University of Iowa

University of Iowa Health Care is seeking an Administrative Services Specialist to provide executive level administrative support to the Associate Vice President for Marketing and Communications. The role works as a member of the administrative team within the Vice President of Medical Administration’s office, providing cross-coverage and back-up support to other executives. The successful candidate will demonstrate excellent interpersonal skills and ability to interact daily with a variety of internal and external stakeholders while facilitating a positive atmosphere. Additional skills include the ability to 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.as a member of the administrative team providing cross-coverage and back-up support to other executives. The role requires excellent interpersonal skills and ability to interact daily with a variety of internal and external stakeholders while facilitating a positive atmosphere as well as exercising independent judgment in obtaining and providing information pertaining to institutional operations, recognizing the need for discretion and a high level of confidentiality and professionalism.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

Operational Support and Management

Oversee coordination of the schedule for the Associate VP for Marketing and Communications, including prioritizing appointments, contacts and other administrative responsibilities. Exercise judgement in determining meeting needs.

Serve as liaison between the Associate VP for Marketing Communications 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.

Make arrangements for meetings, forums, and other events on behalf of the Associate VP for Marketing and Communications. Prepare agendas and materials and provide administrative support during selected meetings.

Serve as a member of the VPMA Executive Support Team and provide cross-coverage and backup support during sick leave/vacation absences.

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, etc. 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.

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.

SUPERVISION RECEIVED

Supervision is received from the Chief of Staff, Office of the VP for Medical Affairs and the Associate VP for Marketing and Communications.

EDUCATION REQUIRED

A Bachelor’s degree or an equivalent combination of education and experience is required.

REQUIRED QUALIFICATIONS

Excellent customer service, public contact, and written and verbal communication skills are required.

Proficiency in computer software applications (MS Word, Excel and PowerPoint) is required.

2 -3 years of related administrative experience is required.

A demonstrated ability to multi-task and meet deadlines is required.

Experience preparing and entering budget data is required.

DESIRABLE QUALIFICATIONS

Two or more years of demonstrated experience working with confidential projects using discretion and independent judgment is highly desirable.

Experience using university’s workflow to initiate and monitor electronic HR, financial, and other transactions is desirable.

Knowledge of University of Iowa policies, procedures, and regulations is desirable.

Application Process: In order to be considered, applicants must upload resume and cover letter (under submission 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 14 calendar days. Successful candidates will be subject to a criminal background check.

This position is not eligible for University sponsorship for employment authorization.

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