Admin Services Coordinator - Community and Behavioral Health
- Iowa City, IA
- Permanent
- Full-time
Attend monthly faculty meetings, compose, and distribute minutes.
Coordinate department events including making space reservations and managing catering orders.
Monitor department space and report maintenance issues as needed. Monitor department supply inventory and order supplies as needed. Oversee shared department spaces including kitchenette for tidiness.
May assist collegiate administration on an as needed, as available basis.Human ResourcesCompile and organize materials for faculty reviews including promotion and tenure.
Collect, compile, and update faculty records, including curriculum vitas and Academic & Professional Records (online database)
Coordinate faculty recruitment and seminar speaker visits. Prepare and organize itineraries. Arrange transportation, accommodation, meals, meetings, and seminar rooms for a successful visit. Process necessary travel and accounting paperwork for reimbursements and expenses.Financial ResponsibilityManage department expenses using procurement card.
Work with University Shared Financial Services to process financial forms including procurement card vouchers, ProTrav forms, PREQ forms, eBuy orders, and internal requisitions for departmental activities.
Coordinate purchasing receiving with applicable PI, as needed.Strategic PlanningAssist in the coordination and preparation of department strategic plans and work plans in support of the DEO. Proofreading and editing related documentation as needed.Information ManagementMay maintain databases, tables, spreadsheets and create reports as needed.
Maintain files for faculty SPOT evaluations and create specialized reports.
Prepare and manage departmental electronic newsletter.Communications ManagementServe as point of contact for internal and external constituencies.
Serve as liaison to faculty, staff, students, alumni and public concerning inquiries requiring interpretation of policies, procedures and programs.
Serve as the department Building Emergency Floor Coordinator for CPH Building Emergency Action Plan.
Compose letters and other documents for Community and Behavioral Health DEO and Administration; monitor follow-up on all correspondence that require responses and written replies, create templates and form letters.
Monitor department digital signage, including creating slides as needed, accessing the CPH collection of digital signs, and keeping the displayed information current.
Exercise sound judgment and discretion when communicating sensitive or confidential information, ensuring that all interactions are conducted in a professional manner in accordance with organizational policies and standards.Benefits Highlights: This is a regular, salaried position. Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans. Complete information regarding the full benefits package may be viewed at:Required:
A Bachelor's degree in an appropriate discipline or an equivalent combination of education and experience.
Some (6 months - 1 year) related administrative and/or program experience.
Demonstrated careful attention to detail and accuracy, experience with handling multiple projects simultaneously, establishing priorities and managing frequent changes in schedule and tasks.
Must be proficient in MS Word and MS Outlook (calendar and email).
Demonstrates a high level of written and oral communication and relationship building skills to clearly communicate and work with a variety of individuals and groups in a constructive and collaborative manner while maintaining strict confidentiality.
Eligibility for securing UI procurement card.Highly Desired:
Proficiency arranging virtual meetings.
Experience coordinating events.Desired:
Ability to initiate and take independent action.
Ability to continuously learn and adapt to a changing environment and utilize knowledge in varying situations.
Knowledge of University of Iowa policies and procedures.
.Position and Application Details:To be considered for an interview, applicants must upload the following documents and mark them as a “Relevant File” to the submission:
- Resume
- Cover Letter
- Classification Title: Admin Services Coordinator
- Appointment Type: Professional and Scientific
- Schedule: Full-time
- Work Modality Options: On Campus
- Pay Level: 2B
- Organization: College of Public Health
- Contact Name: Kay Shie
- Contact Email: kay-shie@uiowa.edu