Admin Services Coordinator - Emergency Medical Services Learning Resource Center 100%

This position supports the Emergency Medical Services Learning Resources Center (EMSLRC) as well as the Director of the EMSLRC. Key areas of responsibility include operational support, information management, communication, financial management, and program documentation. This position requires a high level of discretion, confidentiality, attention to detail and accuracy, and independent judgment.

Position Responsibilities:

• Operational Support and Management:
  • Serve as primary contact and liaison for Director, faculty, staff, and students in matters related to the Emergency Medical Services Learning Resources Center.
  • Make decisions and exercise a high level of autonomy while performing administrative management responsibilities for the Division Director including managing schedules, correspondence and travel arrangements.
  • Collect, tabulate and analyze data and prepare reports and spreadsheets as needed by the Division Director, EMS Instructors, and or EMS organizations, and others as designated.
  • Act as primary liaison for student and course satisfaction reports through weekly updates to faculty and staff, and providing customized reports for division and departmental leaders.
  • Plan and coordinate the logistical and financial aspects of courses, special program, events, and conferences.
  • Attend all staff meetings as recorder of minutes and provide documentation to Director.
  • Maintain online systems to include division website, course registration system, and advertisement systems.
• Financial Responsibility:
  • Initiate purchasing requests for supplies and equipment.
  • Assist with monitoring of accounts/expenditures.
  • Assist with course, monthly, quarterly, and annual reports as directed by Division Director.
  • Reconcile statements, including cash handling and deposits.
  •  Act as a key constituent in cash handling process for all division checks, cash, and credit cards received.
• Strategic Planning:
  • May assist in the coordination/preparation of strategic plans in support of the Director through the compilation
    of reports, maintaining course schedules.
• Information Management:
  • Coordinates high level meetings such as clinical, advisory, and policy committees, site visits for external
    agencies, and internal/external student recruitment meetings.
  • Collects, prepares and distributes meeting notes and briefing materials as assigned.
  • Initiates subsequent follow-up meetings and communication for key stakeholders
  • Evaluates requests and exercises discretion and judgement in providing confidential information.
  • Develop and distribute highly summarized financial reports and balances to Division Director on a monthly basis
    and for ad hoc requests.
• Communication Management:
  • Serves as the first point of contact and receptionist of the EMSLRC.
  • Prepares correspondence with internal and external constituents, as well as student, clinical sites, and
    instructors.
  • Manages the Student Relationship Manager database to monitor potential students, compile appropriate
    recruiting materials, and send correspondence to potential students, clinical sites, or field internship sites.
  • Prepare and distribute course materials as requested by program staff and required by parent organizations.
  • Assist with the preparation of required annual reports to include CoAEMSP Accreditation, Iowa Department of
    Public Health, Division, Administration, Financial Aid, Veteran Affairs, and others as requested.
• Program Documentation:
  • Coordinates communication between program and program applicants via email, telephone, and written
    correspondence.
  • Coordinates student interviews in courses where an interview is required.
  • Tracks student documentation to ensure compliance with accrediting bodies and program requirements.
  • Distribute, collect, and tabulate all evaluation forms regarding student, instructors, clinical, and field internships,
    graduate, employers, and others as assigned.