Admin Services Coordinator

The University of Iowa

Job Reference #: 21002222

University of Iowa Health Care department of Marketing and Communications is seeking an Administrative Services Coordinator to provide administrative services and support in the areas of operations, information management, finance and strategic planning.

Position responsibilities include:

Operational Support & Management

  • Serve as a member of the Marketing and Communications department administrative support team to support the daily operations of the office providing general administrative support to the Marketing and Communication teams and division leads.
  • Make decisions and exercise a high level of autonomy while performing administrative support responsibilities for division leads including managing schedules, scheduling meetings, correspondence, and travel arrangements.
  • Schedule, organize, support business travel, create travel itineraries and submit travel expenses for the division leads and/or special guests.
  • Provide support for specific projects such as assisting with events, distributing communication, organizing data, and compiling reports.
  • Order, track and maintain office supplies for Marketing and Communications divisions. Initiate facility requests.
  • Attend departmental and division meetings, take minutes, and assist with follow up as appropriate.
  • Provide basic support/troubleshooting for general office and production equipment.; order equipment as requested; help maintain Bizhub locations.
  • Other duties as assigned.

Financial Responsibility

  • Monitor, track, initiate and reconcile expenditures.
  • Work with the purchasing department to initiate payment and tracking of purchases and agreements.
  • Maintain knowledge and understanding of MarCom division expenses to meet fiscal year budgets.
  • Maintain knowledge, rules and regulations of purchasing and accounts payable to Ensure compliance with all related policies and procedures.

Human Resources

  • Serve as backup ELMS controller.
  • May provide functional supervision for students and temporary staff.

Strategic Planning

  • Assist in the coordination/preparation of strategic plans in support of the department.
  • Assist in the preparation of periodic and special department reports, possibly including dashboards.

Information Management

  • Answer phones and triage calls; Serve as liaison to faculty, staff, students, agency partners, alumni, community members and referring providers concerning inquiries or complaints requiring follow up.
  • Help to manage department data systems including project management tools, databases spreadsheets, and pulling information from various organizational data tools such as Tableau. Collect and compile information to develop reports and various communications as required.

Communication Management

  • Compose communications requiring a high level of confidentiality, attention to detail, excellent organizational skills and effective writing/editing, verbal, and interpersonal communication skills
  • Maintain effective working relationships and serve as primary contact for assign Marketing and Communication divisions.
  • Respond/resolve email inquiries/requests.
  • Maintain effective working relationships.

Required Qualifications

  • Bachelor’s Degree or an equivalent combination of education and experience
  • Six months of experience in an administrative role
  • Experience in database management
  • Excellent oral, written and interpersonal communication skills
  • Proficiency in computer software applications including MS Word, Excel, PowerPoint and Outlook
  • Excellent organizational skills
  • Ability to work in fast paced environment under minimal supervision

Desired Qualifications

  • Knowledge of University of Iowa and University of Iowa Health Care policies, procedures, and regulations is desirable
  • Knowledge of University of Iowa procurement, procedures, and travel policies is desirable
  • Technical skills with software, IT, and data is desirable
  • Previous experience working in a service excellence/customer focused environment
  • Experience supervising students

 

Job openings are posted for a minimum of 14 calendar days. Successful candidates will be subject to a criminal background check.

This position is not eligible for University sponsorship for employment authorization.

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:

In order to be considered, applicants must upload resume and cover letter (under submission relevant materials) that clearly address how they meet the listed required and desired qualifications of this position.

Job ID: 74378

Posted 20 days ago

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