Admin Services Coordinator
The Diabetes Research Center is seeking an Administrative Services Coordinator to coordinator to contribute to the success of the Diabetes Research Center by providing administrative services through the coordination and support of operations and/or lead the organization by planning, directing, and evaluating operations.
Percent Time: 100%
Duties to include:
Operational Support and Management
Support the daily operations of an office, project or program, including coordination of
specialized events and activities, monitoring appropriateness of expenditures, contract or grant
requirements, and changes in policies and procedures.
May require advanced knowledge and expertise in specific office, project, or program to provide
administrative and operational support.
Make decisions and exercise a moderate level of autonomy while typically performing
administrative support responsibilities for executives of an organization, including managing
schedules, correspondence, and travel arrangements.
Support the daily operations of the office including knowledge and application of policies and
procedures, and coordination of specialized events and activities.
Provide administrative/operational support with advanced knowledge of Microsoft Office and
social media technology.
Make decisions and work autonomously while typically performing administrative support
responsibilities.
Will provide support for the Director, Administrator and DRC research faculty
Provide administrative support for research grants
Manage weekly seminars (visiting professors; itineraries; travel; hotels; honorariums; meals;
advertising; etc.)
Arrange luncheons, dinners, annual retreat, research day and, other social events.
Human Resources (HR)
May provide functional and/or administrative supervision for students and temporary staff.
May initiate HR transactions at the request of others at the department/unit level.
May work with organizational Human Resources to ensure guidelines and rules are followed and to disseminate information.
May exercise knowledge of HR policies and procedures and provide guidance and advice to
Director, Administrator, research faculty, and students.
Financial Responsibility
Initiate purchasing requests for office supplies
Monitor accounts/expenditures; reconcile monthly TDRs and P-card transactions
Strategic Planning
Assist in the coordination of strategic plans in support of the Dean, Director, DEO or VP.
Proofread and edit related documentation.
Information Management
Typically is the primary contact for the project, program, unit, department, or college/division by
providing information and responding to inquiries.
Gather and provide information using available resources.
Manage FOEDRC website and social media accounts; includes writing content
Communications Management
Prepare and administer correspondence.
Serve as liaison to faculty, staff, students, alumni and public concerning inquiries or complaints
requiring interpretation of policies, procedures and programs.
Serve as primary contact for building maintenance and facilities management.
Answer office phones and provide information and responding to inquiries.
Required Qualifications:
A Bachelor’s degree or an equivalent combination of education and experience is required.
Experience (1 year) supporting daily operations of an executive office, especially managing seminars and various social media outlets.
Excellent written and verbal communication skills and exceptional organizational skills.
Demonstrates proficiency in use of Microsoft Office applications including Word, Outlook, Power Point, Excel, web site application such as Ektron Web program (but EKtron is not required).
Experience navigating, managing and editing websites.
Ability to work effectively with a variety of individuals and groups in a constructive and civil manner while appreciating the unique contribution of individuals.
Desirable Qualifications:
Event planning experience.
Handles matters diplomatically and with integrity, takes the initiative, and keen attention to detail.
Experience working in a research environment.
Ability to draft original memos and articles for websites and social media.
Experience reconciling monthly Transaction Detail Reports.
General knowledge of UI HR systems.
Position and Application details:
In order 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
Job openings are posted for a minimum of 7 calendar days and may be removed from posting and filled any time after the original posting period has ended.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. Up to 5 professional references will be requested at a later step in the recruitment process.
For additional questions, please contact stacy-pruter@uiowa.edu
Equal opportunity employer
The University of Iowa is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, or associational preferences.
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 fsds@uiowa.edu. For jobs in UI Health care, please contact UI Health care Leave & Disability Administration at 319-356-7543.
