Admin Services Coordinator - Biochemistry & Molecular Biology
University of Iowa Health Care, Department of Biochemistry & Molecular Biology is seeking an Admin Services Coordinator to provide support and coordination for the Department Executive Officer (DEO), faculty, and departmental activities. This includes scheduling and calendar coordination, preparation of departmental communications, and faculty recruitment and support.
KEY AREAS OF RESPONSIBILITY
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.
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.
Financial Responsibility
Initiate purchasing requests for supplies and equipment. Monitor accounts and expenditures; reconcile financial statements.
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.
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. May serve as primary contact for building maintenance and facilities management.
POSITION RESPONSIBILITIES:
• Serve as the initial point of contact in the department office for vendors, students, and visitors
• Assist the DEO with scheduling and calendar management
• Strategic planning duties include assisting with the preparation of strategic plans in support of the DEO.
• Coordinate faculty recruiting, including travel and itineraries
• Provide support for faculty awards, teaching evaluations, reviews, and promotions
• Schedule and organize faculty meetings and agendas
• Maintain faculty CVs
• Orient and assist new faculty, as needed
• Coordinate and create annual departmental newsletter
• Coordinate departmental events (Chili Fest, Winter Party, Summer Picnic, Annual Retreat)
• Initiate HR transactions and provide onboarding for student appointments
• Serve as point of contact for departmental shared equipment and space facilities management requests and coordination
• Maintain and update departmental contact lists and directories
• Respond to ad-hoc requests from faculty, staff, and other stakeholders
• Serve a role as outlined in the cash handling policy
• Collaborate with other staff members to crosstrain in key office functions.
• Other duties as assigned by departmental leadership
Percent of Time: 100%
Staff Type: Professional & Scientific
Type of Position: P&S
Pay Grade: 2B https://hr.uiowa.edu/pay/pay-plans/professional-and-scientific-pay-structure
Benefits Highlights
Regular salaried position located in Iowa City, Iowa
Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans
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Education Requirements
• Bachelor’s degree or an equivalent combination of education and experience is required.
Experience Requirements
• Previous experience in an administrative or office coordination role.
• Excellent written and verbal communication skills.
• Excellent organizational, time management, and decision-making skills.
• Proficiency in Microsoft Office suite.
• Experience managing schedules, including setting up meetings and making schedule modifications.
Desired Qualifications
• Experience supporting senior leadership.
• Knowledge of University of Iowa policies and procedures.
Application Process: In order to be considered, applicants must upload a CV or resume, and cover letter (under submission relevant materials) that clearly address how they meet the listed required and desired qualifications of this position.
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. Professional references will be requested at a later step in the recruitment process.
For additional questions, please contact Anne Beyerink at anne-phillips@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.
