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Location

Iowa City, IA | United States

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Job description

This position is eligible for hybrid work within Iowa and will require a work arrangement form to be completed upon the start of your employment. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program and related policies and employee travel policy when working at a remote location.

Position Summary:

University of Iowa Hospitals and Clinics Department of Health Care Information Systems is seeking an Administrative Services Coordinator to provide high-level administrative support and project coordination within and across the divisions of Technology Support and Implementation (TSI) and Communication and Collaboration Applications (CCA). This individual will proactively manage and prioritize senior IT leader deliverables, timelines, project plans and follow-up, in a manner consistent with the highest levels of performance and professionalism. The position is responsible for the coordination and completion of projects and program deliverables across various functional areas. Additionally, the position will provide administrative support for the CIO, CHIO, senior IT leaders and division teams to maintain calendars, set-up meetings, answer phones, and assist with the employee onboarding process for new staff.

Position Responsibilities:

• Administrative Support: Prepare materials for committees and work groups (i.e., agendas, word documents, power point slides); provide administrative support multiple members of our Senior Leadership team; assist with writing content for communications; manage travel arrangements; and submit (and maintain records of) expense reports and timesheets.
• Calendar Management: Manage and maintain high volume calendars for specific Senior Leadership team members while demonstrating time management sensibilities when scheduling and prioritizing commitments; prepare travel itineraries.
• Scheduling / Meeting Management: Effectively organize and coordinate high volume virtual and face-to-face meetings (both internal and external); schedule meeting rooms as needed; when necessary, create agendas, take/distribute notes, and follow up on action items accordingly.
• Event Coordination: Assist with logistical coordination for internal engagement opportunities for small and large groups (virtual and in-person), voluntary and mandatory, and/or on- and off-site.
• Office Management: Greet and direct visitors; notify respective staff member(s). Procure office supplies; maintain general office equipment and schedule repairs as necessary; assist with researching innovative solutions to office related concerns; escalate issues accordingly. Answer calls in a timely manner, take and forward messages, ensure packages and mail are distributed to staff in-office.
• HR Assistance: Assist HR team with in-person or virtual interview coordination; coordinate new hire training schedule, set up new hire desk; clean out desk after employee departures; generate and distribute shipping labels; other HR related requests as assigned.
• Operations: Own and manage divisional SharePoint site.
• Maintains multiple databases, including access management, smart web on-call rotation, etc.
• Develops and maintains physical and electronic filing systems.
• Assist on other duties / special projects as assigned.

Health Care Information Systems (HCIS) provides and supports information and communication systems and technology that facilitate quality patient care, progressive medical education, and innovative research.

HCIS services University of Iowa Health Care by providing comprehensive, high-level support for patient care delivery, internal and external communication, technology innovation, medical education, and research. Creating and maintaining a positive, productive, and rewarding environment for information technology and communication staff

Pay Grade:

Salary: $39,000 to commensurate – 2B

University of Iowa offers a generous benefits package, including 24 days paid vacation per year to start and paid sick leave. Complete information regarding the full benefits package may be viewed at

Percent of Time: 100%

Location: 200 Hawkins Dr, Iowa City, IA

Staff Type: Professional & Scientific

Type of Position: Regular

Education Required

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

Experience Requirements

• 6 mos. to 1-year administrative experience in a complex organization such as an academic medical center, medical school teaching hospital, or research university.

• Proven track record of researching, organizing, analyzing, and synthesizing data to support effective decision making.

• Demonstrated ability to work collaboratively across functions, levels, and departments toward shared objectives.

• Demonstrated organizational and project management skills.

• Strong interest and ability to quickly learn new software and business tools.

• Proficiency with Microsoft computer software applications and electronic ticketing systems.

• Excellent communication skills at the verbal, written and presentation levels.

• Demonstrated job-related experience with and/or commitment to diversity in a work/academic environment.

Desired Qualifications

• Experience working in Cherwell ticketing ESC system.
• Experience working in a fast-paced, rapidly changing information technology environment.

In order to be considered, applicants must upload a resume (under submission relevant materials) that clearly addresses how they meet the listed required and desired qualifications of this position. A cover letter is desired as part of the application process. Job openings are posted for a minimum of 14 calendar days. This job may be removed from posting and filled any time after the minimum 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.

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

For additional questions contact Susie Goodell [email protected]

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Salary