Administrative Services Coordinator - UI Heart and Vascular Center

Administrative Coordinator

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.

UI Heart & Vascular Center is recognized by U.S. News & World Report as the best hospital in the state for cardiology and heart surgery patient care.

Position Responsibilities

Operational Support & Office Management

• 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

Event Planning & Execution

Communications & Website Management

Financial Support

Human Resources Support

Customer Service & Information Flow

Facilities & Building Support

Iowa Health Carerecognized as one of the best hospitals in the United Statesis 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.

For additional questions, please contact Jordan Adam at jordan-adam@uiowa.edu or 319-384-5699.

Additional Information

Compensation

Contact Information