Admin Services Coordinator

University of Iowa

Iowa City, IA Administrative & Clerical / Customer Service

Job Reference #: 19001066

Position Summary
Contribute to the success of the UI College of Pharmacy Department of Pharmacy Practice and Science by providing administrative support of the department’s daily operations and assisting department faculty with administrative tasks related to course management. This position may require advanced knowledge and expertise in specific administrative functions, software, or course management programs. Independent judgment and initiative is required to plan, prioritize, and organize varied workload. Additional duties/responsibilities include:
  • Operational Support and Management: Provide operational and administrative support of the daily operations for the Department of Pharmacy Practice and Science, which includes approximately 75 faculty, staff, graduate students, and residents.

    • Responsible for general operational support and management, such as: greet visitors, open, distribute and process departmental mail; compose and send correspondence and in-person communication to answer questions and inquiries or referring to appropriate other areas for assistance.
    • Evaluate and prioritize requests and exercise discretion and judgment in providing confidential information to appropriate parties.
    • Provide administrative support to department for course management and delivery and rotation scheduling, may use course management and exam software, and input and manage data in proprietary databases.
    • Assist with the coordination of annual reviews, promotions, residency programs, and the resident educators program.
    • Coordinate with University Fleet Services to manage the collegiate car and list of authorized drivers. Manage the car reservation schedule and other duties as necessary.
    • Plan and organize departmental events, may include room reservations, order food and supplies, serve as the contact person for inquiries, create promotional flyers, compose and send correspondence to participants, and arrange travel. Assume primary responsibility for set up and clean up for departmental sponsored events, meetings and receptions.
    • Manage complex schedules and travel logistics for department
  • Human Resources (HR)

    • May support faculty and staff hiring process, such as: correspondence with candidates, make travel arrangements, and coordinate interview schedules.
    • Assist with new departmental employee on-boarding process and manage exit checklists.
    • May supervise student employees.
  • Financial Responsibility

    • Assist the Department Administrator with payment processing.
    • Responsible for initiating purchases for events and programs and monthly reconciliation of personal Procurement Card voucher and collegiate car charges.
    • Maintain various office machines and troubleshoot equipment, initiate service calls when needed. 
  • Strategic Planning

    • Understand and adhere to the Mission, Vision and Core Values of the College of Pharmacy.
  • Information Management

    • Manage departmental list serves, other tracking systems and secure departmental computer drives.
    • Coordinate faculty CV information and enter into University-wide database, as needed.
    • Generate a variety of reports as requested by Department Chair.
    • Develop and review departmental informational materials for distribution. 
  • Communications Management

    • Under general supervision, serve as the primary department contact for inquiries and/or requests for service. Evaluate the purpose of the contact and respond by providing information, which may cover policies, procedures, or department services and/or capabilities.
    • Compose and distribute email announcements to the department.
    • Serve as a liaison between department and other service departments within the university through the use of a variety of modes to a wide range of constituents requiring accuracy, discretion, judgement, and organization.
    • Maintain a positive and productive environment and working relationships with a diverse team of faculty, staff, graduate students, and residents, as well as other university colleges and departments, and the public. 
Application Details
Please attach a resume & cover letter as part of the application process. Jobs 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.
Successful candidates will be subject to a criminal background & credential check. 5 professional references may be requested at a later time in the recruitment process.
Education Requirement
  • Bachelor’s degree in an appropriate discipline or related field or an equivalent combination of related education and experience.
Experience Required
  • More than one-year related office administration, preferably in an academic environment.
  • Experience managing multiple concurrent objectives and tasks while making effective judgments to the priorities of time and resource allocation.
  • Ability to work independently and demonstration of self-motivation for assignment completion.
  • History of accuracy and attention to detail.
  • Working proficiency with Microsoft Office applications or equivalent software, including calendar and email desktop tools.
  • Written and verbal communication skills; ability to effectively transmit, receive, and accurately interpret ideas, information and needs through appropriate communication methods and behaviors.
Desirable Qualifications
  • Knowledge and experience with university policies, procedures as related to position.
  • Experience using university course and database management systems such as ICON, Canvas, Exam Soft, and APR.
  • Experience working in an academic or higher education environment.

The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, national origin, age, sex, pregnancy, sexual orientation, gender identity, genetic information, religion, associational preference, status as a qualified individual with a disability, or status as a protected veteran.

Job ID: 67073

Posted 11 days ago

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