Executive Assistant

3 days ago

Iowa City, United States University of Iowa Hospitals & Clinics Full time
Description

University of Iowa Health Care is seeking an Executive Assistant, Hospital Administration, to s erve as the primary point of contact for internal and external constituencies and provide high-functioning administrative support to Health Care Administration executive leadership. The role involves managing complex administrative, financial, strategic planning, and communication management issues, proactively working independently on projects, managing multiple projects with competing deadlines, and using dynamic problem-solving to plan and anticipate the executive's needs. Your efforts in this role will be instrumental in advancing the organization's goals. The position offers the opportunity to exercise independent judgment, a high level of discretion, integrity, confidentiality, and professionalism, and to serve as backup administrative support for additional Health Care Administration executive leadership as needed.

Position Responsibilities

Executive Support and Management •
  • Provide proactive administrative support and work closely with Health Care Administration executive leadership, anticipating needs and assisting in preparation accordingly.
  • Manage a high volume of competing administrative tasks that require an understanding of urgency/prioritization to complete and identify situations to escalate to leadership.
  • Filter and attend day-to-day functions to support executives' focus on high-level leadership and strategy functions.
  • Represent the executive leader in managing and scheduling high-level meetings, developing agendas and related materials, and 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 the prioritization of multiple calendars. This 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 departmental conference rooms.
  • Coordinate travel, develop itineraries, and manage all logistics.
  • Assist with onboarding/training of new staff 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 them into the 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 representations of data using Excel, including Excel formulas and PivotTables.
  • May assist with HCIS access, maintenance, and telecommunication requests.
  • Always maintain confidentiality.
Financial Responsibility
  • Track, reconcile, and process procurement card vouchers and expenditures, membership and licensure renewals, and registrations.
  • Assist leadership with scheduling budget meetings.
  • Initiate financial transactions, including POs, travel approvals, reimbursements, purchase requisitions, deposits, and travel expense vouchers.
  • Contribute to the creation and/or modification of processes for the successful operation of the department.
  • Answer questions; obtain and input information; ensure current and accurate information; prepare reports.
Qualifications

Required
  • Bachelor's degree or the equivalent combination of education is required.
  • Education, training, and experience in business administration and functions are highly desired.
  • 1-3 years of experience in an executive-level administrative support role.
  • Ability to manage complex and detailed calendars, schedule meetings, and respond to internal and external urgent requests.
  • Strong interpersonal and partnership skills. Ability to understand and navigate complex professional relationships, respond to challenging people and circumstances, and react appropriately.
  • 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
  • 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 UIHC.


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 14 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.

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