Administrative Services Coordinator

The Office of Strategic Communication is seeking an Administrative Services Coordinator. This position will provide key administrative and operational support for various units within the Office of Strategic Communication (OSC), the university’s central marketing and communication team. This includes managing complex calendars, scheduling and coordinating meetings, maintaining key committee lists, drafting ppt presentations, planning staff events, and communicating internal staff updates. 

The position requires a high level of confidentiality, critical-thinking skills, accuracy and attention to detail, as well as the ability to simultaneously manage multiple projects in a fun, but fast-paced environment. 

A successful candidate will be a self-starter with excellent organizational skills and the ability to adapt to unexpected changes in a positive and professional manner. 

This is a full-time, on-campus position. 

There is an expectation that the person in this position will maintain effective, civil, and respectful working relationships with the University of Iowa campus community and uphold the University’s commitment to creating welcoming and respectful environments for all.

Key Areas of Responsibilities

Operational Support and Management

• Provide primary office coverage during standard office hours in coordination with other support staff.
• Provide scheduling support for the AVP and OSC senior leadership. Manage complex calendars with multiple conflicts involving senior leaders on campus.
• Responding to and triaging incoming calls and email for OSC.

Human Resources (HR)

• Support efforts to establish and maintain a healthy and productive workplace culture.
• Assist AVP, Senior Leadership Team and HR Director with any employee retention initiatives.
• Assist with onboarding and general assistance of new employees.

Financial Responsibility

• Prepare, record, and reconcile administrative and personnel related expenses (i.e., procurement cards, travel) as directed and in accordance with university policies and procedures.
• Initiate purchasing requests for supplies and equipment and may maintain inventory.

Event Planning and Meeting Support

• Coordinate internal OSC monthly all-staff meetings, including scheduling and assisting with developing agendas and collecting necessary content from OSC leaders.
• Coordinate OSC-led campuswide meetings, including scheduling, securing meeting rooms, and assisting with developing agendas, researching and recommending possible guest speakers, and sending meeting recaps to campus partners.
• Coordinate special OSC events, including annual all-staff luncheon, winter staff gathering, leadership retreats, retirement parties, etc.

Information Management

• Manage OSC SharePoint site including development and implementation of a structured filing nomenclature to enhance accessibility and efficiency, ensuring all documents are logically categorized and easily retrievable.
• Manage OSC committee lists to ensure they reflect current membership.
• Periodically review OSC website to flag outdated information and or recommend updates.

Communication Management

• Gather content, draft, and send weekly internal email to OSC staff.
• Assist with creating handouts, PPT presentations, and leadership reports.
• Review peer institution communication practices and provide summary information.