Administrative Services Coordinator

University of Iowa

Iowa City, IA Administrative & Clerical / Healthcare

Job Reference #: 18001266

Classification Title:Administrative Services Coordinator
Department: Department of Internal Medicine, Division of Cardiovascular Medicine
Pay Grade: 2B
Salary: $35,624 to commensurate
Percent of Time: 100%
Staff Type: Professional & Scientific
Type of Position: Regular
Please attach a resume and 3 references as part of the application process. Job openings are posted for a minimum of 14 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended. For questions or additional information, please contact . Successful candidates will be subject to a criminal background check and health screening.

Position Summary: Contribute to the success of the cardiovascular medicine research investigators by providing administrative services through the coordination and support of operations and/or lead the organization by planning, directing, and evaluating operations. Support the daily operations of the investigators and other research staff, including coordination of specialized events and activities, appropriateness of expenditures and contract or grant requirements. Submit grant applications and forms for NIH and other gover nment, non-profit, and private organizations. Serve as the primary point of contact in the laboratories for the department and college.

Position Responsibilities: 
Operational Support and Management:
Support the daily operations of the investigators and other research staff, including coordination of specialized events and activities, website maintenance, travel coordination, appropriateness of expenditures, contract or grant requirements, onboarding employees, setting up workflows and changes in policies and procedures.
May require advanced knowledge and expertise in grant funded research to provide administrative/operational support and management.
Perform document preparation assignments. Compose, proofread, research, and compile letters and/or special reports. Conduct library research. Review and edit written materials such as publications or manuscripts from draft form. Create documents from rough draft, format documents, proof, and verify documents for accuracy.
Submit grant applications and forms for NIH and other government, non-profit, and private organizations electronically using, Cayuse, and any other appropriate website or mechanism.

Plan, schedule and coordinate business travel, arrange on and off campus meetings. Produce and distribute travel itineraries. Assist Investigator, laboratory staff, and visiting scholars with completing and submitting travel reimbursement and expense reports (i.e. TEVS).
Assist with purchasing and reimbursement processing - P-req, E-voucher, Pro-Trav and E-buy requestor for Cardiovascular Medicine Faculty.
Create and maintain laboratory files; research files to locate information in a timely manner; resolve any discrepancies. Gather and research data to create reports as needed by laboratory staff.

Create, maintain and update the Abboud Cardiovascular Research Center Website.
Prepare, review, proofread, and analyze reports using Excel and EndNote.
Ensure correct format of bibliographic requirements for journal and grant submissions.
Create tables, charts, and graphs for manuscripts and grants using software such as Excel, Word, and RFFlow. Edit, process, and handle scanned files using Adobe Photoshop and OCR software for optimal quality, picture, and usability.
Maintain updated faculty biosketches and CVs, facilities and resources.
Maintain multiple office calendars. Schedule and coordinate meetings, activities of laboratory staff and visitors, conferences and special events. Coordinate activities between labs and other outside parties.

Maintain, organize and order laboratory supplies and equipment. Liaise with appropriate departments to acquire supplies and equipment.
Human Resources (HR):
Initiate HR transactions at the request of others.
May exercise knowledge of HR policies and procedures and provide basic guidance and advice.
May serve as Unit Human Resources Representative for unit or department.
May provide functional and/or administrative supervision for students/temporary staff.
Financial Responsibility:
May assist in the preparing, revising, renewing, or monitoring the applications, protocols, and budgets for animal research carried out in the laboratory. May be required to place orders and track numbers for animals needed in research.
Initiate purchase requests for faculty within established budgets using procurement cards. Reconciles grant accounts and analyzes budgets to make recommendations on efficient spending.
Strategic Planning:
May assist in the coordination/preparation of strategic plans in support of the Dean, Director, DEO or VP. Establish timelines, remind contributors, proof and edit.
Information Management:
Typically is the primary contact for the project, program, unit, department, or college/division by providing information and responding to inquiries. Gather and provide information using available resources.
Compose research and core center information regarding Material Transfer Agreements and Human Subjects forms.

Collect, compile, and analyze records for research faculty bibliographic libraries. Conduct searches using databases such as those available on the Hardin Library websites and PubMed.
Develop and maintain an electronic library of grant submissions and of specific sections of grant proposals, including research conceptual framework sections, database descriptions, statistical analysis descriptions, and institutional resources.

Communications Management:
Prepare and administer correspondence. Serve as liaison to faculty, staff, students, alumni and public concerning inquiries or complaints requiring interpretation of policies, procedures and programs. May serve as primary contact for building maintenance and facilities management.
Serve as the primary point of contact in the laboratories for the department and college and as a liaison with other institution departments, including the Safety Office, Parking Office, ID Cards, Library, Graduate Student Programs, host home department, Finance/Accounting, HR, etc.
Maintain contact with funding agencies, journal editorial offices, Health Science Deans’ offices, the department heads and Training Grant Directors.

Education Required
A Bachelor's degree in a health science field or an equivalent combination of education and experience is required.
Experience Requirements
  • Excellent written and verbal communication skills are required.
  • 6 months of related administrative experience is required.
  • Proficiency in computer software applications including Microsoft Word, Outlook, PowerPoint and Excel and Adobe Photoshop and PDF is required.
  • Ability to perform and prioritize a variety of tasks is required.
  • Excellent organizational, time management and decision-making skills is required.
Desirable Qualifications
  • Knowledge of the grant submission process is highly desirable.
  • Experience with overseeing and organizing is desirable.
  • Experience reviewing and processing administrative account expenditures is desirable.
  • Knowledge of University policies, procedures, regulations and guidelines as well as familiarity with UIHC is desirable. 

Application Instructions:

Apply online today!

Job ID: 66271

Posted 14 days ago

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