Admin Services Specialist - VPMA

The Administrative Support Specialist provides executive-level administrative support within the Vice President of Medical Administration’s office at UI Health Care.  The role manages complex administrative, financial, strategic planning, and communication management issues, proactively works independently on projects, manages multiple projects with competing deadlines, and uses dynamic problem-solving to proactively plan and anticipate the needs of the executive to advance the goals of the organization. The role requires independent judgment, a high level of discretion, integrity, confidentiality, and professionalism.  The Administrative Services Specialist works as a member of the administrative team, providing primary support to a designated executive and cross-coverage and back-up support to executives within the VPMA office.  

The successful candidate will demonstrate excellent interpersonal skills and the ability to interact daily with a variety of internal and external stakeholders while facilitating a positive atmosphere.  The selected individual will exercise independent judgment in obtaining and providing information pertaining to institutional operations, recognizing the need for discretion and a high level of confidentiality and professionalism.

Position Responsibilities:

Executive Support and Management

• Provide proactive administrative support and work closely with designative executive leader, 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.

• Manage high-level executive events and candidate visits.

• Assist in the management of administration conference rooms. 

• Coordinate travel, develop itineraries, and manage all logistics.

Operational Support and Management

• Serve as a member of the VPMA Executive Support Team, provide primary support to an assigned executive, and cross-coverage and backup support during sick leave/vacation absences.

• Coordinate schedules, including prioritizing appointments, contacts, and other administrative responsibilities. Exercise judgment in determining meeting needs.

• Serve as liaison between the VPMA office and other stakeholders, including UI Health Care faculty, staff, and administrators; colleagues in the UI Center for Advancement; external partners/vendors, university administration, and the public.

• Arrange meetings, forums, and other events.  Prepare agendas and materials and provide administrative support during selected meetings.

• Perform other duties as assigned.

Human Resources (HR)

• Regularly review and make recommendations for revising and/or further developing office policies and procedures.