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Under the direction of the President, Trinity Health Foundation, the individual will be required to perform diversified administrative assistant/secretarial duties in the coordination & implementation of administrative functions and to perform general secretarial and clinical support to and on behalf of the President, Trinity Health Foundation, and Sr. Team. This position requires independent decision making, ability to perform and prioritize multiple tasks, technical aptitude (the ability to learn new systems quickly) and the management of Board & Committee activities and communication; written and verbal.

Hours: 8:00 AM to 4:30PM (some evenings and weekends as necessary)

Position Type: FTE 1.0/Exempt

Location: Unity Point Health - Trinity Bettendorf, IA

COVID-19 and Flu Vaccination Requirement: It is required to be vaccinated for COVID-19 and Influenza. Exemption requests based on medical or religious reasons may be submitted, but must be approved for active employment.

Why UnityPoint Health?

• Culture – At UnityPoint Health, you Come for a fulfilling career and experience  a culture  guided by uncompromising values and unwavering belief in doing what's right for the people we serve.
• Benefits – Our competitive  Total Rewards  program offers benefits options like 401K match, paid time off and education assistance that align with your needs and priorities, no matter what life stage you’re in.
• Diversity, Equity and Inclusion Commitment – We’re committed to ensuring you have a voice that is heard regardless of role, race, gender, religion, or sexual orientation.
• Development – We believe equipping you with support and  development opportunities  is an essential part of delivering a remarkable employment experience.
• Community Involvement – Be an essential part of our core purpose—to improve the health of the people and communities we serve.

Visit us at UnityPoint.org/careers to hear more from our team members about why UnityPoint Health is a great place to work.  https://dayinthelife.unitypoint.org 

Administrative

• Provides administrative and clerical support to the Office of the President, Sr. Team and Foundation team.

• Maintains practical calendar, prioritizing meetings compliant with needs and importance of meeting purpose, assuring all corresponding documents are pulled together. Allows for flexibility in the event issues require immediate attention and reschedules as needed. Creates and maintains standing meetings appropriately on calendar. Coordinates schedules with Board members, donors, staff and outside customers taking into consideration meeting areas. Attends and assists President, Sr. Team and/or Foundation Leader at meetings/presentations as requested, recording minutes when necessary. Reminds President, Sr. Team and/or Foundation Leaders of special circumstances surrounding upcoming meeting and/or location. Communicates changes and upcoming events via email, voicemail and written message. Initiates and prepares, provides information that President and Sr. Team will need at meeting for a successful outcome.

• Researches, prioritizes and follow up on incoming issues and concerns addressed to the executive, including those of a sensitive and confidential nature; determines appropriate course of action, referral or response. Provides a bridge for smooth communication between the executive’s office and internal departments, demonstrating leadership in maintaining credibility, trust and support with executive staff.

• Performs all administrative support services including creation and preparation of correspondence, reports, presentations, organizing meetings, etc.; maintains working files of all correspondence and materials, and manages priorities/deadlines for the Office of the President, Sr. Team and Foundation.

• Initiates teleconferences and provides technical support and assistance that is required for LCD projection, web-based conferencing and other multi-media set-ups.

• Manages travel arrangements for the President, Sr. Team and Foundation.

Logistic Support

• Provides logistic oversight for third party fundraisers brought forward to the Foundation.

• Provides logistic oversight for sponsorships to the community, meeting all marketing and attendance needs by Trinity leaders

• Manage design and maintenance of donor honor rolls and recognition walls.

• Collaborate with Foundation staff to execute a yearly donor appreciation event.

Board of Trustees and Senior Leadership

Provide support for the Board of Trustees and Senior Leadership
1. Foundation Board Meetings: Six times per year – initiates all notices/reminders, drafts agenda, prepares Board packets, records minutes and distributes Board material to members independently.
2. Recording Secretary: Serves as recording secretary for the Foundation Board of Trustee and other Foundation Committee meetings.
3. Foundation Executive Committee: Attends meetings when called, prepares notices, agendas and records minutes.
4. Finance and Strategic Planning and Development Committees: Schedules quarterly meetings – initiates and sends out notices, drafts the agenda, records minutes and distributes Board material to members.
5. Executive Summaries and Operations Reports: prepares drafts for the President’s review for inclusion in the TRHS Board of Trustee meeting books; manages deadlines for and prepares monthly production reports.
6. Foundation Team Meeting: Initiates notices, prepares draft agenda, and attends weekly meetings and records minutes for distribution to the team.
7. Foundation Board Retreat: Participates in the program planning and scheduling; schedules facilities, coordinates equipment needs, makes room assignments and coordinates meal planning.
8. Foundation Workshops: Organizes internal and external workshops as requested by leadership team.
9. Board Membership and Nominations: Manages Board term information and coordinates communication between the Board Executive Committee, Foundation President and TRHS Corporate Counsel regarding Board Membership and Committee assignments and issues.
10. New Board Members: Independently manages new Board member nomination process and onboarding; communicates with TRHS Boards during voting process, and facilitates new Board member orientations.

Office Management

• Answer all calls coming to the Foundation phone line and general e-mail.

• Welcome and greet guests.

• Submit and follow up on all purchase requisitions, IT requests and maintenance requests for the Foundation. Facilitate onboarding of new hires (office, phone and computer access.)

• Maintain Organizational Chart of the Foundation.

• Efficient use of Foundation software programs.

• Manage Employee Crisis Fund as needed.

• Ensure all office needs are met by performing or assigning duties to ensure office is well supplied, clean, organized, and an appealing, positive and professional environment.

• Track Foundation team calendars (time off planned and unplanned) to ensure adequate coverage of office and Foundation needs.

• Available after traditional office hours to respond to emergent needs of the Foundation and/or President.

Key Accountability

• Other duties as assigned

QUALIFICATIONS: