Administrative Services Coordinator

University of Iowa

Cedar Rapids, IA Administrative & Clerical / Financial Services & Banking $39,000 to $45,000 yearly

Job Reference #: 19003336

BASIC FUNCTION AND RESPONSIBILITY
Tippie College of Business is seeking an Administrative Services Coordinator for Student Communication and Events in our Graduate Management Programs (GMP). This position will provide operational support and coordination for co-curricular events and programming and a robust communication flow to enrich the academic experience of graduate business students enrolled in the University of Iowa. Additionally, this role manages front-line customer service for the GMP Program and Student Experience office (including student employee supervision) and provides administrative support for the GMP Program and Student Experience team.
The Graduate Management Programs department supports the professional growth of over 1500 students distributed on-line and at site locations in Iowa City, Cedar Rapids, Des Moines and the Quad Cities pursuing an array of MBA and specialized master’s degrees and certificates.
The position is based in Iowa City and will require travel to site locations approximately 10% of each semester to support the major events that take place during evening and occasional weekend hours.
As a key member of the team that supports the development and success of GMP students, the Coordinator plays a critical role in the student experience and supports the team’s culture of optimism, collaboration, proactive problem solving, and stellar service to our students. The Coordinator works collaboratively with multiple constituents within the Tippie College of Business including staff from the MBA and master’s programs, the GMP accounting team, and University Shared Services.
KEY AREAS OF RESPONSIBILITY (KARS)
Operational Support and Management
  • Coordinate the planning and implementation for student events that are designed to create an engaged student community. The specific activities identified as during the GMP Program and Student Experience planning process includes events such as new student orientation, open house welcome receptions, professional development events, case competitions, social activities, and graduation.
  • Work with the site directors and site coordinators to execute the events, traveling to site locations for significant events.
  • Ensure that event details including communication, venues, presenters, travel, food and beverage, technology, and other needs are arranged with accuracy and timeliness.
  • Manage the events/programming on the day of, including problem-solving, event set-up, communicating with staff, organizing vendors, and event take-down.
  • Observe and formally evaluate events and programming for the purposes of continuous improvement.
  • Provide administrative support to the Assistant Dean and GMP Program and Student Experience team, including but not limited to scheduling appointments, and creation of documents and correspondence.
  • Order office supplies, event supplies, and other materials necessary. Order and manage gift inventory.
Communications Management
  • Create and maintain recurring communication plan to support off-campus, on-campus, and online student retention, yield management, and engagement.
  • Serve as a key member of the cohesive Graduate Management Programs team, cooperating on tasks, assisting others as needed, and openly communicating.
  • Provide a customer-first orientation, with a can-do attitude and quick problem resolution.
  • Manage and/or support special projects as assigned.
  • Serve on Graduate Management Programs, Tippie College, and/or University committees as assigned.
  • Lead student employees in the scheduling of appointments with staff and the coordination of the daily reservations for all classrooms and meeting spaces in the MBA suite.
  • Maintain departmental listservs and manage building access permissions.
Information Management
  • Assist the GMP Director of Student Experience with ongoing program need assessments and student surveys targeted for each program, as appropriate. Create surveys, track responses, preparing reports that provide regular feedback for continuous program improvement.
  • Utilize Customer Relationship Management system and identified marketing platform to generate, send and track communications to GMP students. Generate reports that track the value of the communications as they relate to yield management, retention, and student engagement.
  • Maintain the ICON site for current GMP student program information (i.e., textbook exchange, carpool discussion board, course prep information, syllabus archive).
Financial Responsibility
  • Participate in budget preparation and monitoring for student events and activities.
  • Reconcile University procurement card.
Human Resources
  • Provide supervision of and feedback to student workers.
Application Process: 
This job may be removed from posting and filled any time after the minimum posting period has ended. For questions, additional information and/or a complete job description, please contact Nancy Kroeze
There is an expectation that the person in this position will maintain effective, civil, and respectful working relationships with the University of Iowa campus community and uphold a high standard of cultural competency and respect for difference that represents the Tippie College of Business’ commitment to diversity, equity, and inclusion.
Successful candidates will be subject to a credential and criminal background check.
Please note regarding references: Five professional references will be requested and required at a later step in the recruitment process.
Education Required:
  • Bachelor’s degree in a related field, or an equivalent combination of education and experience
Required Qualifications:
  • Typically one-year professional experience in event planning.
  • Expert knowledge of and ability to communicate effectively with individuals and large groups both verbally and in writing
  • Demonstrated constructive and collaborative relationship building skills with a variety of individuals and groups, including peers, leadership, and external constituents
  • Demonstrated proficiency with Microsoft Office (spreadsheet, word processing, and database software) as well as other applications required for data organization and analysis
  • Demonstrated ability in performing detailed documentation with accuracy, prioritizing multiple tasks, and meeting deadlines in a professional setting.
  • Experience in leading cost-efficient initiatives without sacrificing quality or core values.
  • Demonstrated excellent customer service in a professional setting.
  • Demonstrated ability to interact positively with a diverse population.
  • Valid driver’s license and ability to meet and maintain UI Fleet Safety driving requirements.
Desired Qualifications:
  • Knowledge of University policies, procedures, and systems
  • 1-3 years of experience in a fast-paced, high volume environment
  • 6 months or more supervisory experience
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 that clearly indicates how you meet the qualifications listed. Job openings are posted for a minimum of 14 calendar days

Job ID: 68795

Posted 10 days ago

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