Administrative Services Coordinator - UI Heart and Vascular Center

University of Iowa; Iowa City (IA); On-site; USD 45,000 - 55,000; Full time

Job summary

The University of Iowa is seeking an Admin Services Coordinator to provide essential administrative support within the Heart and Vascular Center. This position involves managing calendars, coordinating events, and handling confidential matters with professionalism.

The ideal candidate will have a Bachelor's degree in Business Administration and experience in a healthcare setting. Strong communication skills and proficiency in Microsoft Office are required.

Qualifications

• 1-3 years of experience providing direct administrative support.
• Ability to manage multiple tasks while prioritizing time and resources.
• Professionalism in handling complex and confidential matters.

Responsibilities

• Provide confidential administrative support for operational and financial matters.
• Manage calendars for key administrators.
• Coordinate meetings and special events.

Skills

Exceptional written communication skills

Verbal communication skills

Interpersonal communication skills

Proficiency in Microsoft Office Suite

Ability to work independently

Education

Bachelor's degree in Business Administration/Management

Job description

Overview

The UI Heart and Vascular Center (HVC) is looking for someone to contribute to our success by providing high-level administrative support to the Administrator, Associate Director, and administrative staff. This role supports both internal and external communication strategies, and assists in planning and coordinating academic conferences, promotional events, and employee engagement activities across the cardiovascular service line. The position is expected to uphold the University’s standards regarding attendance, confidentiality, and the "Excellence Every Time" commitment, in accordance with all relevant policies, procedures, and practices.

Position Responsibilities

• Provide confidential administrative support regarding sensitive operational, personnel, and financial matters
• Manage calendars for Administrator, Associate Director, and other admin leaders
• Coordinate meetings, conferences, and special events:
  • Book rooms, coordinate agendas, order food, make travel/accommodation arrangements
  • Track attendance and manage follow-up communications
• Serve as main point of contact for Policy Tech management within the Center
• Coordinate office and clinical workspace moves
• Maintain supplies and manage mail delivery, breakroom upkeep, and hallway communications
• Oversee administrative hallway cleanliness and organization
• Serve as administrative backup for two other coordinators
• May oversee conference room calendar
• Work on special projects as assigned by Administrator or Associate Director
• Assist with planning and execution of HVC-related events (e.g., academic conferences, town halls, employee recognition):
  • Assist with event messaging and content
  • Coordinate speakers and presenters for events
  • Attend and support on-site logistics
• Collaborate with UI Marketing and Communications on event strategy and materials
• Maintain a calendar of special events aligned with HVC strategic initiative
• Develop internal communications (emails, message boards, newsletters, etc.)
• Maintain and update the internal HVC website
• Identify and report outdated website content; collaborate with Iowa Health Care Marketing on updates
• Manage internal distribution lists
• Partner with Iowa Health Care social media and communication teams to ensure brand consistency
• Write staff, program, and project profiles to support internal storytelling and engagement
• Work with HR in development of communication strategies for staff recruitment marketing
• Serve as liaison for Physician Relations to enhance referring provider communications
• Maintain and reconcile PCard transactions
• Submit and track purchase requests; monitor account activity
• Reconcile expense statements and audit travel vouchers for compliance
• Assist with cash-handling duties when required
• May assist with the coordination of onboarding logistics for new hires and transfers
• Set up workspaces for new staff
• May supervise clerical, temporary, or student staff
• Act as a primary point of contact on behalf of HVC leadership
• Triage and direct communication via phone, page, email, or fax
• Respond to inquiries using appropriate internal resources
• Provide training and act as a knowledgeable resource for team members
• May serve as the lead contact for building and facilities-related issues
• Distribute updates on policies, procedures, and administrative communications
• Other duties as assigned

Qualifications and Requirements

• Bachelor's degree in Business Administration/Management or an equivalent combination of education and experience
• 1-3 years of experience providing direct administrative support
• Experience managing multiple concurrent objectives and tasks while prioritizing time and resources
• Ability to work independently and demonstrate self-motivation for assignment completion
• Professionalism and ability to provide appropriate support to complex and confidential matters
• Exceptional written, verbal, and interpersonal communication skills
• Ability to collaborate within a multi-disciplinary team and/or across departments
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word)

Preferred 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

Education and Experience Details

• Education: Bachelor’s degree or equivalent combination of education and experience required
• Experience: 1-3 years direct administrative support; healthcare experience preferred

Application Process and Contact

In order to be considered for an interview, applicants must upload the following documents and mark them as a “Relevant File”: Resume and Cover Letter.

Job openings are posted for a minimum of 7 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 may be requested later in the process. This position is not eligible for University sponsorship for employment authorization.

For additional questions, please contact Jordan Adam at [e-mail] or 319-384-5699.

Additional Information

• Classification Title: Admin Services Coordinator
• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: On Campus

Compensation

• Pay Level: 2B

Contact Information

• Organization: Healthcare
• Contact Name: Jordan Adam
• Contact Email: [e-mail]