Admin Services Coordinator - Department of Epidemiology
The Department of Epidemiology is searching for a candidate to coordinate and perform administrative support activities for the department.
Responsibilities:
Operational Support and Management:
Provide administrative support of daily operations in the Department of Epidemiology. Duties include managing schedules including the DEOs schedule, arranging department activities and events, scheduling meetings, and making travel arrangements for faculty, staff, students, and visitors to the department.
Plan and arrange logistics for conferences, courses and training events including making travel and conference arrangements.
Plans and arranges departmental receptions and gifts. Coordinates department events including making space reservations and managing catering orders.
Recognizes and serves as a point of contact to solve facilities and equipment needs. Report maintenance issues as needed.
Monitor department supply inventory and order supplies as needed.
Manages departmental space including updating the UI Space Survey; assist with Epi Suite key & access requests; and facilitate furniture purchases and reconfigurations.
Oversee shared department spaces including kitchenette for tidiness.
Human Resources:
Exercise a high level of discretion while working with confidential information.
Compiles and organizes materials for faculty reviews, including promotion and tenure.
Notifies DEO and faculty members in advance and schedules review meetings (annual, reappointment, 5-year post-tenure) and arranges any external reviews.
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 Responsibility:
Facilitate department purchases using Facilitate department purchases 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.
Participate in the receiving process for invoice payments.
Assists Epi Faculty with grant applications by processing routing forms and compiling required documentation such as bio-sketches, other support, and letters of support.
Conducts reconciling and other post-award activities as assigned.
Strategic Planning:
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:
Develops, creates, and maintains content for Epi websites and the Epi display boards and posters.
Monitor department digital signage, including creating slides as needed, accessing the CPH collection of digital signs, and keeping the displayed information current.
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, building 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.
Serve as the department Building Emergency Floor Coordinator for CPH Building Emergency Action Plan.
Compose letters and other documents for Epidemiology DEO and Administration; monitor follow-up on all correspondence that require responses and written replies; create templates and form letters.
Represents Epi programs and projects at professional meetings, symposia, conferences, workshops, and other events.
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.
About Iowa:
Joining the University of Iowa means becoming a vital part of the Hawkeye community, where your work directly impacts education, research, and student success.
Enjoy exceptional health coverage, university-paid life insurance, robust retirement plans, and generous leave policies. Benefit from 24/7 support services, well-being resources, and access to UI Health Care specialists. Grow professionally with advanced training, leadership development, and tuition assistance.
Iowa City offers a great quality of life with world-class performances at Hancher Auditorium, Big Ten athletics, top-ranked public schools, and outdoor recreation.
Join us in making a difference at a leading Big Ten university and premier public research institution.
Required:
A bachelor’s degree in an appropriate discipline or an equivalent combination of education and experience
Demonstrated careful attention to detail and accuracy, ability to handle multiple tasks, establish priorities and manage frequent changes in schedule
At least 6 months related administrative and/or program experience
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
Must be proficient in computer software applications such as MS Word and MS Outlook (calendar and email)
At least 6 months’ experience coordinating and maintaining calendars and schedules
Highly Desired:
Proficiency in arranging virtual meetings
Ability to initiate and take independent action along with excellent problem-solving skills
Desired:
Ability to continuously learn and adapt to a changing environment and utilize knowledge in varying situations
Some knowledge of the University of Iowa policies, procedures and regulations
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
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.
