Admin Services Coordinator

University of Iowa

Iowa City, IA Administrative & Clerical $20,000 yearly

Job Reference #: 19002291

Contribute to the success of the International Writing Program (IWP) by providing administrative services through the coordination and support of daily operations; managing multiple schedules; preparing and administering correspondence; coordinating travel arrangements and travel expense reimbursements; and assisting with event coordination.
Position Responsibilities:
Operational Support and Management
  •  Provide administrative services through the coordination and support of operations for IWP.
  •  Make decisions and exercise a high level of autonomy while typically performing administrative support/management responsibilities for the Director of IWP: managing schedules, managing correspondence, and coordinating domestic and international travel arrangements.
  •  Assist in coordinating special programs and events, conferences and workshops by arranging program details and financial transactions.
  •  Manage and initiate travel arrangements for the DEO and international visiting scholars including cash advances, travel insurance and SEVIS fees; and reconcile travel expense vouchers upon completion of travel.
Human Resources (HR)
  •  May supervise IWP interns.
Financial Responsibility
  •  Evaluate and initiate requests as needed for services, supplies, equipment, maintenance and renovation, processing the appropriate requisitions; and maintain the inventory of departmental and visiting scholar’s equipment and systems.
  •  Monitor procurement card purchases and provide proper paperwork to Shared Services.
  •  Assist with monitoring accounts and expenditures, and with reconciling statements.
Strategic Planning
  •  May assist in the coordination/preparation of strategic plans in support of the Director of IWP.
  •  Assist in reminding contributors of time lines, and proof and edit strategic planning documents.
Information Management
  •  Serve as primary contact for IWP departmental email and phone line, providing information and responding to inquiries.
  •  Gather and provide information using available resources.
  •  Maintain the alumni master list and community outreach lists, keeping current with demographic changes and adding new members.
  •  Manage the IWP filing systems.
  • Communications Management
  •  Prepare, administer, and archive correspondence.
  •  Serve as liaison to faculty, staff, students, alumni and the public concerning inquiries or complaints requiring interpretation of policies, procedures and programs.
  •  Serve as primary contract for building maintenance and facilities management.

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 Tanesha-herman@uiowa.edu:
Successful candidates will be subject to a criminal background check.
Qualifications
Education Requirement
  •  A Bachelor's degree in Business Administration, English, Creative Writing or a related field; or an equivalent combination of education and experience is required.
Experience Required
  •  Related administrative experience (typically six months to one year), including managing multiple schedules, managing correspondence, and coordinating travel arrangements, is required.
  •  Demonstrated excellent written and verbal communication skills; ability to effectively transmit, receive and accurately interpret ideas, information, and needs through appropriate communication methods and behaviors at a working proficiency level is required.
  •  Working proficiency in the use of computer software applications, including word processing, presentation, spreadsheets and databases is required.
Desirable Qualifications
  •  Basic proficiency in event planning is desired.
  •  Demonstrated working ability to manage multiple concurrent objectives, projects, groups or activities making effective judgments as to prioritizing and time allocation is desired.
  •  Working proficiency with University of Iowa ProTrav and E-Pro systems is desired.
  •  Demonstrated working proficiency in the ability to work with variety of individuals and groups in a constructive manner while appreciating the unique contribution of diverse individuals is desired.
  •  Knowledge of University of Iowa policies, procedures and regulations is desired. 

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.

Application Instructions:

Please attach a resume and cover letter as part of the application process. Job openings are posted for a minimum of 14 calendar days.

Job ID: 67977

Posted 6 days ago

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