Admin Services Coordinator-Otolaryngology (50% Time)
The department of Otolaryngology the Cochlear Implant Electrophysiology (CIE) Laboratory is seeking a 50%-time Admin Services Coordinator. This person will contribute to the success of the Cochlear Implant Electrophysiology (CIE) Laboratory by providing administrative services through the coordination and support of operations. Manage multiple calendars and schedules, coordinate appointments, organize and maintain lists, databases and records. The Coordinator may be tasked with specific projects related to the work of the lab members (faculty, staff, and trainees) they support and should be proficient with details, timelines, and meeting expectations. The Coordinator will support the corporate mission, vision, and values of the Department of Otolaryngology. Ability to be flexible and approach workload with collaboration and teamwork is essential. A high level of professionalism, confidentiality, independent judgment, and inclusion is necessary in this position.
KEY AREAS OF RESPONSIBILITY
Operational Support and Management:
Support daily operations of the CIE Lab, including coordination of activities and appointments, design and maintenance of manuals, questionnaires and forms, and preparation of reports.
May require advanced knowledge and expertise in specific office, project, or program to provide administrative/ operational support and management.
Utilize Epic, Microsoft Office Word, Excel, PowerPoint, Access and Outlook, Adobe Photoshop and webpage applications. Write and update website.
Make decisions and exercise a high level of autonomy while performing administrative support/ management responsibilities including managing schedules, correspondence, and travel arrangements.
Human Resources (HR):
May exercise knowledge of HR policies and procedures and provide basic guidance and advice.
May serve as Unit Human Resources Representative for unit or department.
May provide functional and/or administrative supervision for students/temporary staff.
Financial Responsibility
Obtain quotes for supplies and equipment.
Initiate purchasing requests for supplies and equipment.
Maintain purchase and loan records.
Strategic Planning:
Establish timelines, remind contributors, proof and edit.
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 research subjects and 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, information technologies, and facilities management.
SUPERVISION RECEIVED
Supervision is received from the Division Director and Administrator.
SUPERVISION EXERCISED
Functional and administrative supervision is exercised over support staff, which may include students and trainees.
QUALIFICATIONS
A Bachelor's degree or an equivalent combination of education and experience is required.
Excellent written and verbal communication skills are required.
6 months of related experience is required.
Proficient in Microsoft Office Suite (Word, Excel, Power Point, Access, Outlook) is required.
Superior written, verbal, and interpersonal communication skills is required.
Demonstrated experience in providing superior customer service in a healthcare or academic environment is required.
Demonstrated exceptional attention to detail, planning, and follow-up skills is required.
Desirable qualifications
1-3 years’ experience in an administrative support role for hospital or academic faculty is desired.
Familiarity with website builders, Redcap or other database, and IRB navigation is desired.
Ability to initiate and take independent action while working as part of a team is desired.
Demonstrated independent thinking skills to develop alternative solutions and solve problems is desired.
Knowledge of University of Iowa Policies and Procedures is desired.
Position and Application Details
Successful candidates will be subject to a criminal background check and education/credential verification. Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check. Up to 5 professional references will be requested at a later step in the recruitment process.
In order 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 14 calendar days and may be removed from posting and filled any time after the original posting period has ended.
For additional questions, please contact Lydia Messer at lydia-messer@uiowa.edu
Benefits Highlights
- Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans
- The University of Iowa offers a generous benefits package, including paid vacation and paid sick leave. Complete information regarding the full benefits package may be viewed at: Benefits | University Human Resources - The University of Iowa (uiowa.edu)
Equal opportunity/affirmative action employer
The University of Iowa is an equal opportunity/affirmative action 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, gender identity, 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.
