No 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.
Position Responsibilities
Provide confidential administrative support regarding sensitive operational, personnel, and financial matters
Manage calendars for Administrator, Associate Director, and other admin leaders
Coordinate meetings, conferences, and special events:
Book rooms, coordinate agendas, order food, make travel/accommodation arrangements
Track attendance and manage follow-up communications
Serve as main point of contact for Policy Tech management within the Center
Coordinate office and clinical workspace moves
Maintain supplies and manage mail delivery, breakroom upkeep, and hallway communications
Oversee administrative hallway cleanliness and organization
Serve as administrative backup for two other coordinators
May oversee conference room calendar
Work on special projects as assigned by Administrator or Associate Director
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.
Education Requirement:
Experience Requirement:
Desired Qualifications:
In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission:
Job openings are posted for a minimum of 7 calendar days and may be removed from posting and filled any time after the original posting period has ended.
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.
This position is not eligible for University sponsorship for employment authorization.
For additional questions, please contact Jordan Adam at jordan-adam@uiowa.edu or 319-384-5699.
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Compensation
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