Administrative Services Coordinator to the Chief Medical Officer

University of Iowa Health Care

Iowa City, IA Administrative & Clerical / Healthcare

Job Reference #: 19001420

University of Iowa Hospitals & Clinics—recognized as one of the best hospitals in the United States—is Iowa's only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients. Simply stated, our mission is: Changing Medicine. Changing Lives.®
Position Summary: Provide administrative support to the Chief Medical Officer and CMO team.Interface between the Office and multiple departments’ senior and executive leaders.Represent the CMO as an initial point of contact.Perform administrative responsibilities requiring discretion, independent judgment, and a high degree of customer service.  This position is responsible for managing multiple, often conflicting meetings and obligations, all involving urgent, highly sensitive issues and stakeholders.  Accuracy, comprehensive and proactive management and timeliness is critical.  The ability to access data and situations and make independent decisions at an appropriate level is required.
Position Responsibilities:
  •      Serve as the initial contact for the Office of the CMO and answer/filter/facilitate contacts coming into the office.
  •       Manage CMO email inbox and coordinate necessary responses
  •       Manage eVouchers and reimbursements for honorariums and travel.
  •       Coordinator travel arrangements
  •       Manage the office purchasing card
  •       Coordinate Executive Leadership Academy program events, reward and recognition orders, venues, etc
  •       Develop and distribute memos and correspondence on behalf of the CMO for all offices and projects through the office
  •       Service as liaison between the department and senior and executive leadership
  •       Manage coordination of multiple calendars in order to arrange meetings on behalf of the CMO
  •       Manage the travel, agendas and invitations for external speakers, program review, vendor visits, etc
  •       Attend senior leadership meetings, take minutes and provide appropriate administrative support
  •       Provide administrative support for the Emergency Management subcommittee
  •       Provide initial draft of presentations for CMO
  •       Facilitate the logistics, setup and implementation of the Hospital Incident Command System during exercises including invitations, ordering food, and issue resolution during the event
  •       Manage administrative physician on-call team schedule.
  •       Coordinate all aspects of external peer reviews including travel, scheduling, room reservations, etc. as requested by CMO.
Please attach a resume and cover letter 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. For questions or additional information, please contact sharon-k-kramer@uiowa.edu.
Successful candidates will be subject to a criminal background check.
This position is not eligible for University sponsorship for employment authorization.
Education Required
Bachelor’s degree or equivalent combination of education and experience
Experience Requirements
  •       3 years of experience in an administrative role
  •       Demonstrated effectiveness in written and oral communication for a variety of constituencies
  •       Superior attention to detail, including excellent composition and editing skills
  •       Demonstrated ability to work independently to complete multiple projects and meet deadlines simultaneously.
  •       Proficiency in Microsoft Office software applications, including Word, Outlook, Power Point, and Excel, is required.
  •       Superior organizational and prioritization skills; deadline driven
  •       Experience scheduling and organizing meetings using Microsoft Outlook
  •       Ability to work effectively with a team and all levels of management
Desirable Qualifications
  •       Experience coordinating travel and reconciling associated expenses is desirable.
  •       Knowledge of University of Iowa procurement and travel policies and procedures is desirable.
  •       Knowledge of University of Iowa and University of Iowa Health Care policies, procedures and regulations is desirable.
  •       Experience supporting physicians and administrative leadership is highly desirable.

Job ID: 67331

Posted 13 days ago

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