Executive Administrative Assistant, Hospital Administration

UI Health Care has an opportunity for a skilled Executive Assistant to serve as the primary point of contact for internal and external constituencies and provide high-functioning administrative support to Hospital Administration executive leadership. Manage complex administrative, financial, strategic planning, and communication management issues. Proactively work independently on projects, manage multiple projects with competing deadlines, and use dynamic problem-solving to proactively plan and anticipate the needs of the executive to advance the goals of the organization. Exercise independent judgment, high level of discretion, integrity and confidentiality, and a high level of professionalism. Serve as backup administrative support for additional Hospital Administration executive leadership as needed.

Position Responsibilities:

Executive Support and Management

• Provide proactive administrative support and work closely with Hospital Administration executive leadership, anticipating needs, and assisting in preparation accordingly.
• Manage high volume of competing administrative tasks that require an understanding of urgency/prioritization to complete and identify situations to be escalated to leadership.
• Filter and attend to day-to-day functions to support executive focus on high-level leadership and strategy functions.
• Represent the executive leader in managing and scheduling high-level meetings, developing agendas and related materials, producing meeting minutes, and distribution lists.
• Employ sophisticated organizational diplomacy techniques to navigate and manage competing priorities and projects from organizational leaders.
• Provide extensive calendar support demanding prioritization of multiple calendars. Necessitates effective communication with various stakeholders throughout the organization and external partners.
• Manage high-level executive events and candidate visits.
• Assist in the management of hospital administration conference rooms.
• Coordinate travel, develop itineraries, and manage all logistics.
• Assist with onboarding/training of new staff in hospital administration as needed.
• Assist with reception desk coverage.

Communication, Information, and Data Management

• Draft and edit correspondence, complex presentations, and sensitive correspondence on behalf of executive leadership using a high degree of confidentiality. Manages replies to correspondence on behalf of the executive.
• Provide correspondence about proposed contract edits and load into system for review and processing
• First point of contact for inquiries and complaints made to executive leadership.
• Ensure accurate filing and tracking of all documentation, including memos, correspondence, presentations, and reports.
• Identify discussion topics and prepare executive for meetings and conferences.
• Compile, format, and create visual representation of data through excel, including use of excel formulas and use of PivotTables.
• May assist with HCIS access requests, maintenance requests, and telecommunication requests.
• Always maintain confidentiality.

Financial Responsibility

• Track, reconcile and process procurement card vouchers and expenditures, membership and licensure renewals, and membership registrations.
• Assist leadership with scheduling budget meetings.
• Initiate financial transactions including POs, travel approvals, reimbursements, and purchase requisitions, deposits, travel expense vouchers.
• Contribute to the creation and/or modification of processes for successful operation of the department.
• Answer questions; obtain and input information; assure information is current and accurate; prepare reports.

Required:

• A Bachelor’s degree in business administration, finance, accounting, or a related degree, or the equivalent combination of education is required.
• Ability to manage complex and detailed calendars, schedule meetings, and respond to urgent requests both internally and externally.
• Strong interpersonal and partnership skills. Ability to understand and navigate complex professional relationships, respond to challenging people and circumstances, and react with situational appropriateness.
• Ability to draft and edit correspondence, speeches, and presentations representative of the leader’s tone and voice.
• Demonstrated ability to work independently to complete multiple projects on time and with a high degree of accuracy. Superior organizational and prioritization skills.
• Proficiency in Microsoft Office software applications, including Word, Outlook, PowerPoint, Excel, and Teams.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to work effectively with a team and all levels of leadership.
• Willingness to assume new responsibilities.

Desired:

• Education, training, and experience in business administration and functions
• Experience coordinating travel and reconciling associated expenses
• Knowledge of University of Iowa procurement and travel policies and procedures
• Knowledge of University of Iowa and UI Health Care policies, procedures and regulations
• Experience working in an academic medical center or other complex organization.
• Ability to analyze and visually present data.
• Knowledge and understanding of financial accounting systems specific to UI Health Care.

Application Process: To be considered, applicants must upload a cover letter and resume (under the submission of 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 7 calendar days. 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 questions, contact Sharon Walther at sharon-walther@uiowa.edu.

This position is not eligible for University sponsorship for employment authorization now or in the future.