Admin Services Coordinator - Finance
The Administrative Services Coordinator provides operational, administrative, and project support for the Finance and Accounting team. This position manages daily workflow, coordinates communications, supports information gathering, and ensures efficient execution of projects, meetings, and financial or HR-related activities. The role requires exceptional organizational skills, professionalism, and the ability to exercise moderate autonomy while supporting directors, managers, and staff across finance and accounting.
Position Responsibilities:
Operational Support & Management
Coordinate daily operations for the finance leadership team, ensuring efficient workflow and timely execution of work assignments.
Provide high-level administrative support including Outlook scheduling, meeting preparation, drafting correspondence, and maintaining shared drive documentation.
Prepare project updates, executive summaries, presentations, and meeting materials.
Review existing processes and develop recommendations to improve operational efficiency and workflow.
Manage mail distribution and serve as the primary operational contact for designated areas.
Financial Responsibility
Initiate purchasing requests for supplies/equipment and serve as a liaison for budget-related transactions.
Monitor accounts and expenditures and reconcile financial statements.
Prepare and assemble operational and financial data for reporting, presentations, and leadership decision-making.
Human Resources Support
Provide administrative support for recruitment activities including applicant review, interview scheduling, and preparation of interview materials.
May provide functional guidance or administrative supervision to student employees or temporary staff.
Serve as a primary bi-weekly ELMS approver for staff.
May provide functional and/or administrative supervision of staff.
Information & Communications Management
Serve as the primary contact for internal and external inquiries related to assigned programs, projects, or operations.
Gather information from multiple data sources (ELMS, Epic, spreadsheets, reports) to support leadership reporting needs.
Prepare and distribute correspondence, communications, and updates on behalf of Finance leaders.
Ensure clear, professional, service-oriented communication aligned with UI Health Care customer service expectations.
Strategic & Project Support
Assist in coordinating strategic initiatives and project plans that support Finance goals.
Proofread and edit documents related to planning, regulatory requirements, performance monitoring, and process improvements.
Support leadership by organizing project workflows, monitoring progress, and assisting with follow-up actions.
Serve as a liaison between Finance and Accounting, PFS leadership, UI Health Care teams, the Carver College of Medicine, and external partners on project-specific matters.
Required Qualifications:
Bachelor’s degree or equivalent combination of education and administrative/project experience.
1 year of administrative or project support experience in a fast-paced, high-volume environment.
Experience managing confidential information and supporting daily office or departmental operations.
Demonstrated excellence in written and verbal communication; ability to communicate respectfully.
Proficiency with Microsoft Office Suite.
Ability to collect, analyze, and interpret information with strong attention to detail.
Desired Qualifications:
3 years of administrative or project support experience in a fast-paced, high-volume environment.
Knowledge of UI Health Care policy and procedures.
Experience supervising or providing functional guidance to staff.
Experience with UI Financial Systems, such as p-req, APPO, pro-trav.
Application Process: To be considered, applicants must upload a cover letter and resume (under the submission of 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. 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 Sharon Walther at sharon-walther@uiowa.edu.
This position is not eligible for University sponsorship for employment authorization now or in the future.
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.
