Executive Assistant - Hospital Administration
University of Iowa

Job Info

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University of Iowa Health Care is seeking an Executive Assistant, Hospital Administration to serve as the primary point of contact for internal and external constituencies and provide high-functioning administrative support for the CEO office suite, primarily supporting the Administrative Chief of Staff and providing backup administrative support for the CEO and assigned Hospital Administration executives. The position also provides administrative supervision to Hospital Administration support staff. The Executive Assistant will manage complex administrative, strategic planning, and communication management issues, proactively work independently on projects, and manage multiple projects with competing deadlines. The role uses dynamic problem-solving to proactively plan and anticipate executives' needs and exercises independent judgment, a high level of discretion, integrity, and professionalism. The position supports monitoring expenses with associated gift accounts.

Responsibilities:

Executive Support and Management

• Provide primary administrative support for the Administrative Chief of Staff and team.
• Provide secondary administrative support for the CEO and assigned Hospital Administration executives.
• 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.
• Assist with providing backup reception coverage for front desk when needed.
• Manage high-level executive events and candidate visits.
• Coordinate travel, develop itineraries, and manage all logistics.
• Manage hospital administration conference rooms.
• Assist with AV setup and support.

Communication, Information, and Data Management

• First point of contact for UIHC's Chief Executive Office. Coordinate communication from intake to resolution.
• 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.
• Serve as liaison between Hospital Administration and Corporate Services.
• 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.
• Serve as primary contact for all HCIS access requests, maintenance requests, and telecommunication requests for hospital administration.
• Maintain confidentiality at all times.

Financial Responsibility and Oversight:

• Process, review, and approve basic and/or routine financial and workflow transactions; may initiate change of status transactions.
• Complete routine recurring account reconciliations for assigned transaction detail reports (TDRs), gift accounts, and hospital administration operating budgets.
• Monitor and reconcile account statements and reports. Verify compliance with funding source requirements. Assist with the preparation of accounting reports and other financial information.
• Initiate financial transactions including purchase orders, travel approvals, reimbursements, and purchase requisitions, deposits, travel expense vouchers. Initiate, review, and correct financial journal entries.
• Prepare and submit invoices for contractual agreements and services rendered, including the Critical Access Hospital Network; monitor outstanding accounts and routine account reporting.
• Prepare monthly, quarterly, and yearly financial activity reports. Discuss variances with members of the leadership team. Respond to financial inquiries from key stakeholders.
• Extract financial data from established accounting and information systems and perform routine financial analysis or projections for internal or external stakeholders.
• Open/close accounts in accordance with standard policies and procedures.
• Reconcile bank deposits.
• Provide guidance, training, and policy updates to Hospital Administration support staff.
• Contribute to the creation and/or modification of processes for successful operation of the department.

Required

• Bachelor's degree or equivalent combination of education and experience
• Minimum of 3 years of experience providing executive-level administrative support.
• Experience scheduling and organizing meetings using Microsoft Outlook
• 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.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office software applications, including Word, Outlook, PowerPoint, and Excel, including formulas and use of PivotTables.
• Demonstrated ability to work independently to complete multiple projects with competing deadlines. Superior organizational and prioritization skills; deadline-driven.
• Ability to work effectively with a team and all levels of leadership.

Desired

• Experience leading, supervising, and managing a team.
• Experience working in a large academic medical center.
• Experience coordinating travel and reconciling associated expenses.
• Knowledge of and experience with University of Iowa procurement and travel policies and procedures.
• Knowledge of and experience with University of Iowa and University of Iowa Health Care policies, procedures, and regulations

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.

Additional Information

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

Compensation

• Pay Level: 3B

Contact Information

• Organization: Healthcare
• Contact Name: Sharon Walther
• Contact Email: sharon-walther@uiowa.edu

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