Administrative Services Coordinator - UI Heart and Vascular Center

Administrative Services Coordinator - UI Heart and Vascular CenterNo Nights, Weekends, or Holidays! The UI Heart and Vascular Center (HVC) is looking for someone to contribute to our success by providing high-level administrative support to the Administrator, Associate Director, and administrative hallway staff. This role supports both internal and external communication strategies, and assists in planning and coordinating academic conferences, promotional events, and employee engagement activities across the cardiovascular service line. The position is expected to uphold the University's standards regarding attendance, confidentiality, and the "Excellence Every Time" commitment, in accordance with all relevant policies, procedures, and practices. Primary responsibilities include managing calendars for leadership and administrative teams, coordinating meetings and events, providing clerical and office support, and handling travel arrangements and accommodations. The role also involves purchasing, expense reconciliation, inventory and asset management, and other general administrative duties as assigned. Event management duties involve organizing and supporting various internal and external events, assisting with message development, and providing on-site coordination. Communication responsibilities include managing the internal website, updating content, and helping create and distribute communication materials. The role will primarily follow a regular weekday schedule, Monday through Friday between 7:00 AM and 5:00 PM, but may occasionally require work outside regular business hours for special HVC-sponsored events.

Assist with planning and execution of HVC-related events (e.g., academic conferences, town halls, employee recognition): Assist with event messaging and content Coordinate speakers and presenters for events Attend and support on-site logistics Collaborate with UI Marketing and Communications on event strategy and materials Maintain a calendar of special events aligned with HVC strategic initiative. Develop internal communications (emails, message boards, newsletters, etc.)Maintain and update the internal HVC website Identify and report outdated website content; collaborate with Iowa Health Care Marketing on updates Manage internal distribution lists Partner with Iowa Health Care social media and communication teams to ensure brand consistency Write staff, program, and project profiles to support internal storytelling and engagement Work with HR in development of communication strategies for staff recruitment marketing Serve as liaison for Physician Relations to enhance referring provider communications Maintain and reconcile PCard transactions Submit and track purchase requests; monitor account activity Reconcile expense statements and audit travel vouchers for compliance Assist with cash-handling duties when required May assist with the coordination of onboarding logistics for new hires and transfers Set up workspaces for new staff May supervise clerical, temporary, or student staff Act as a primary point of contact on behalf of HVC leadership Triage and direct communication via phone, page, email, or fax Respond to inquiries using appropriate internal resources Provide training and act as a knowledgeable resource for team members May serve as the lead contact for building and facilities-related issues Distribute updates on policies, procedures, and administrative communications Other duties as assigned Iowa Health Care—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.