Admin Services Coordinator - Department of Epidemiology

The Department of Epidemiology in the College of Public Health is recruiting a frontline administrative support for the Departmental Executive Officer, Epi Faculty, Epi Administrator, and the Epi Research Centers. Performs work involving recurring contact with administrators and executives such as Deans, Department Heads, Research Center Directors, the Director/CEO, and other public and private officials.  Exercises a high level of discretion in obtaining and providing factual and confidential information requiring knowledge of both the assigned and related work areas and institutional operations.

Responsibilities:

Operational Support and Management:  

Makes decisions and exercises a high degree of autonomy while performing administrative/operational support and management for Epi DEO and Epi Administrator, including managing schedules, correspondence and travel arrangements.

Provides cross-coverage, backup (including workflow delegation) for other Epi administrative positions (Epi Administrator & Epi Graduate Program Coordinator).

Manages complicated schedule of Epi DEO including confidential meetings which are complex in nature requiring extensive coordination and discretion of calendar activities and prioritization of appointments.

Prepares and maintains appropriate periodic and special program operations reports and surveys.

Plans and arranges logistics for conferences, courses and training events including making travel and conference arrangements.

Assists with assuring compliance with UI, State, Federal and Sponsor rules and regulation.

Plans and arranges departmental receptions and gifts.

Recognizes and serves as point of contact to solve facilities and equipment needs.

Manage departmental space including, updating UI Space Survey; assist with Epi Suite key & access requests; facilitate furniture purchases and reconfigurations.

Human Resources:  

Compiles and organizes materials for faculty reviews, including promotion and tenure.

Notifies DEO and faculty member well in advance and schedules review meetings (annual, reappointment, 5-year post-tenure) and arranges any external reviews.

Prepares and organizes itineraries for faculty recruitments.

Coordinates votes for new faculty.

Financial Responsibility:  

Assists Epi Faculty with grant applications, processs routing forms and face pages of grants.  Compiles grant application forms and information.  Assembles Bio-sketches, Other Support, Letters of Support, and other necessary materials for the grant.

Uses University of Iowa Procurement card for Epi and Research Center purchases.  Makes sure all charges are allowable and allocable and follows Sponsor and University rules and regulations.

Conducts reconciling and other post-award activities as assigned

Strategic Planning:  

Assists with planning, developing, coordinating, implementing, and monitoring short- and long-range goals as outlined in the Epi strategic plan.

Assists in the coordination/preparation of Epi strategic plans. 

Establishes timelines, reminds contributors, proofs, and edits.

Assists in the coordination/preparation of Departmental reviews.

Information Management:  

Enters, downloads, manipulates, and analyzes data and information by creating and maintaining databases, tables, spreadsheets and creating reports.

Develops, creates, and maintains content for Epi websites and the Epi display boards and posters.

Assists with data collection and coordinates data analysis on assigned projects.

Manages departmental administrative folder organization, including faculty files, working with CPH IT for structure and permissions.

Maintains up-to-date email lists (faculty, staff, students, 4th floor occupants, etc)

Communications Management:  

Serves as point of contact for internal and external constituents.

Serves as a liaison to students, faculty, staff, college, other University departments and public regarding policies, procedures, information and protocol to direct appropriate referrals.

Composes original correspondence (to external Sponsors, UI Administration) requiring discretion and judgement.

Represents Epi programs and projects at professional meetings, symposia, conferences, workshops, and other events.

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 

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 questions, contact Michele Hogue michele-hogue@uiowa.edu