Admin Services Coordinator

19002668 Requisition #

Department: Occupational and Environmental Health/ College of Public Health

Staff Type: Professional & Scientific

Type of Position: Specified Term

Pay Grade: 2B

Salary: $42,000 – commensurate

Percent Time: 100%

Location: College of Public Health Building


Position Summary

Contribute to the success of Heartland Center for Occupational Health and Safety and WORKSAFE IOWA by providing support for Center meetings, coordinating continuing education events  (i.e. conferences, seminars and courses) and assisting with outreach activities for occupational health and safety professionals through planning, promotion, implementation and evaluation.


Position Responsibilities:

Operational Support and Management:

Support the daily operational activities associated with the Continuing Education Program and its events (i.e. conference, seminars, and courses) and outreach activities.  Monitor status of each event.  Analyze program data, develop reports, and oversee activities including ongoing coordination of continuing education events.

-Assist with planning and organizing continuing education events   – average 12 or more per year.

- provide on-site coordination at continuing education events (includes in state and out-of-state travel).

- complete post-program tasks.

- provide support for Continuing Education and Outreach Program Director and administration such as assisting with budget preparation; preparing periodic reports and tables for NIOSH, UI College of Public Health, UI Carver College of Medicine, University of Iowa Hospitals and Clinics, UI central administration, Iowa Board of Regents and other entities as requested; create filing systems and maintain program files; and other administrative duties as requested.

- plan, organize and monitor meetings of the Continuing Education Advisory Committee, and other meeting as designated by CE and Outreach Director.  Assist in the planning and organization of Interdisciplinary Trainee forums.


Human Resources (HR)

-May provide functional and/or administrative supervision for students/temporary staff.

Financial Responsibility:

-may generate income through continuing education events.

-pay program expenses with procurement card and complete reconciliation as needed.

-order office supplies as needed.

-initiate purchasing requests for event supplies and equipment.

-initiate and monitor payment of continuing education event expenses including by not limited to speaker fees, hotel/course site expenses, and continuing education credit fees.

-monitor continuing education event expenditures.

-reconcile statements and procurement card on monthly basis.

-advise Director of Continuing Education and Outreach on budgetary needs or discrepancies.


Strategic Planning

- Assist in the coordination/preparation of strategic plan for the Heartland Center Continuing Education and Outreach programs.

Information Management:

- Coordinate applicable compliance related activities.


Communications Management:

- Counsel and provide liaison with appropriate individuals/agencies regarding the continuing education program.


Education Requirement

Bachelor’s degree or an equivalent combination of education and experience.


Required Qualifications

Demonstrated ability to manage concurrent objectives, projects, groups, or activities, proactively making effective judgments as to prioritizing and time allocation. Ability to follow-up and multi-task with minimal supervision, and be highly responsive in a deadline oriented environment.

Strong organizational skills and attention to detail; understanding of the necessity and value of accuracy and attention to detail; ability to process information with high levels of accuracy.

Excellent written, verbal and interpersonal communication skills.


Experience with word processing, spreadsheets, desktop publishing or presentation software.


Ability to occasionally travel overnight and meet the requirements of the University Fleet Safety Program driving standard.


Schedule flexibility is needed to coordinate and attend early morning, late afternoon and evening conferences, seminars and courses.


Demonstrated experience with program coordination (6 mo. – 1 year).


Desirable Qualifications


Ability to plan, organize, and execute events and to coordinate resources before, during and after an event.

Some knowledge of University practices, rules and regulations.




How to apply for this position:

Please attach a resume and cover letter as part of the application process. Application materials should clearly indicate qualifications for advertised position.  Job openings 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. For questions or additional information, please contact


Please note: Up to 5 references will be requested at a later step in the recruitment process.


Successful candidates will be subject to a credential and criminal background check.

Equal opportunity/affirmative action employer

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.

Persons with disabilities who need assistance or accommodations with the application or interview process may contact University Human Resources/Faculty and Staff Disability Services, (319) 335-2660 or  For jobs in UI Health care, please contact UI Health care Leave & Disability Administration at 319-356-7543.

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