University of Iowa
Admin Services Coordinator - Neuroscience and Pharmacology (75 - 100%)
University of Iowa, Iowa City, Iowa, United States, 52245
Admin Services Coordinator - Neuroscience and Pharmacology (75 - 100%)
Join to apply for the Admin Services Coordinator role at University of Iowa. The Carver College of Medicine Department of Neuroscience and Pharmacology is seeking an Administrative Services Coordinator to provide operational and administrative support to the Chair, Department Executive Officer (DEO), and Department Administrator for the Department of Neuroscience and Pharmacology (N&P). This position completes a wide range of tasks that require a high degree of independence, discretion, judgment, and confidentiality. Excellent interpersonal skills and the ability to interact with internal and external constituents while facilitating a positive atmosphere are essential in carrying out the responsibilities of the position. Position Responsibilities
Operational Support and Management
Maintain DEO calendar and arrange meetings, conferences, and appointments for the DEO with Deans, Directors, Dept. Chairs, faculty, and admin staff. Coordinate the daily work of the DEO and Department Administrator, advising of unfinished business, letters, deadlines, appointments, and phone calls. Assist with the weekly departmental seminar series during the academic year, including scheduling and inviting speakers, reserving lecture halls, creating itineraries, arranging travel and accommodations, ordering meals, paying honorariums, and disseminating seminar notices. Coordinate special events (e.g., departmental recognition events, retreats, special lectures, undergraduate honors poster sessions), including RSVPs, venue reservations, catering, and creating/distributing flyers or brochures. Coordinate and attend Departmental Faculty meetings, Executive Committee meetings and other Department committee meetings; create and distribute agendas, set up Zoom, and reserve rooms. Attend meetings and events outside of normal working hours as needed. Submit Facilities Management work orders for the Department as required.
Human Resources
Assist the HR Generalist with faculty/candidate searches, itinerary preparation, travel arrangements, coordinating seminars for faculty candidates, creating Qualtrics surveys for feedback, communicating with applicants, and compiling applicant materials for review by the search committee. Assist with compiling documents for faculty promotion/tenure and annual performance reviews with a high degree of autonomy. Schedule meetings for annual faculty reviews, including external visitors for 5-year reviews.
Financial Responsibility
Maintain administrative PCard for seminars and events, gather invoices/receipts, and reconcile expenses timely. Coordinate e-deposits for the Department with Shared Services. May initiate purchasing requests for supplies and equipment; monitor accounts and reconcile statements.
Strategic Planning
May assist in coordinating strategic plans in support of the Dean, Executive Dean, DEO, or Department Administrator. Proofread and edit related documentation.
Information Management
Provide information and respond to inquiries; coordinate documents/data updating with the Department Administrator and DEO. Maintain records for the departmental 5-year review, support the department’s graduate program, student and peer teaching reviews, and faculty initiatives. Maintain faculty productivity data (teaching hours, directorships, publications, grants, service) with data integrity and confidentiality in collaboration with relevant leadership. Generate Qualtrics surveys and collect responses as requested.
Communications Management
Serve as the main point of contact for the department visitors. Assist the Communications Coordinator in creating regular department newsletters. Answer the main departmental phone line and direct inquiries as appropriate. Maintain positive communications and service with department members, faculty, staff, students, and the public. Compose correspondence on behalf of the Chair and Departmental Administrator. Assist in maintaining website content.
Percent of Time: 75 - 100% (based on candidate preference) Salary: Pay Level 2B. For details visit the University pay plans.
Qualifications
Bachelor’s degree or an equivalent combination of education and experience is required. One year of experience in office administration in a complex unit/department. Strong attention to detail and the ability to function autonomously. Strong organizational skills and ability to multi-task in a fast-paced environment with interruptions; effectively prioritize and follow up to meet deadlines. Excellent written and verbal communication skills. Demonstrated competency with Microsoft Office (Excel, PowerPoint, Word, Outlook). Desired Qualifications
Experience with UI cash handling policies. Knowledge of University of Iowa policies, procedures, and systems. Experience creating itineraries and arranging travel. Experience coordinating and organizing special events. Experience updating and maintaining websites.
Application Process
To be considered, applicants must upload a resume and cover letter addressing how they meet the listed required and desired qualifications. Mark the documents as “Relevant File” when submitting. Job openings are posted for a minimum of 7 calendar days. Successful candidates will be required to self-disclose conviction history and will undergo criminal background checks and credential/education verification. Up to 5 professional references may be requested later in the process. This position is not eligible for University sponsorship for employment authorization. For questions contact Anne Beyerink at anne-phillips@uiowa.edu. Additional Information
Classification Title: Admin Services Coordinator Appointment Type: Professional and Scientific Schedule: Full-time Contact Information
Organization: Healthcare Contact Name: Anne Beyerink Contact Email: anne-phillips@uiowa.edu
#J-18808-Ljbffr
Join to apply for the Admin Services Coordinator role at University of Iowa. The Carver College of Medicine Department of Neuroscience and Pharmacology is seeking an Administrative Services Coordinator to provide operational and administrative support to the Chair, Department Executive Officer (DEO), and Department Administrator for the Department of Neuroscience and Pharmacology (N&P). This position completes a wide range of tasks that require a high degree of independence, discretion, judgment, and confidentiality. Excellent interpersonal skills and the ability to interact with internal and external constituents while facilitating a positive atmosphere are essential in carrying out the responsibilities of the position. Position Responsibilities
Operational Support and Management
Maintain DEO calendar and arrange meetings, conferences, and appointments for the DEO with Deans, Directors, Dept. Chairs, faculty, and admin staff. Coordinate the daily work of the DEO and Department Administrator, advising of unfinished business, letters, deadlines, appointments, and phone calls. Assist with the weekly departmental seminar series during the academic year, including scheduling and inviting speakers, reserving lecture halls, creating itineraries, arranging travel and accommodations, ordering meals, paying honorariums, and disseminating seminar notices. Coordinate special events (e.g., departmental recognition events, retreats, special lectures, undergraduate honors poster sessions), including RSVPs, venue reservations, catering, and creating/distributing flyers or brochures. Coordinate and attend Departmental Faculty meetings, Executive Committee meetings and other Department committee meetings; create and distribute agendas, set up Zoom, and reserve rooms. Attend meetings and events outside of normal working hours as needed. Submit Facilities Management work orders for the Department as required.
Human Resources
Assist the HR Generalist with faculty/candidate searches, itinerary preparation, travel arrangements, coordinating seminars for faculty candidates, creating Qualtrics surveys for feedback, communicating with applicants, and compiling applicant materials for review by the search committee. Assist with compiling documents for faculty promotion/tenure and annual performance reviews with a high degree of autonomy. Schedule meetings for annual faculty reviews, including external visitors for 5-year reviews.
Financial Responsibility
Maintain administrative PCard for seminars and events, gather invoices/receipts, and reconcile expenses timely. Coordinate e-deposits for the Department with Shared Services. May initiate purchasing requests for supplies and equipment; monitor accounts and reconcile statements.
Strategic Planning
May assist in coordinating strategic plans in support of the Dean, Executive Dean, DEO, or Department Administrator. Proofread and edit related documentation.
Information Management
Provide information and respond to inquiries; coordinate documents/data updating with the Department Administrator and DEO. Maintain records for the departmental 5-year review, support the department’s graduate program, student and peer teaching reviews, and faculty initiatives. Maintain faculty productivity data (teaching hours, directorships, publications, grants, service) with data integrity and confidentiality in collaboration with relevant leadership. Generate Qualtrics surveys and collect responses as requested.
Communications Management
Serve as the main point of contact for the department visitors. Assist the Communications Coordinator in creating regular department newsletters. Answer the main departmental phone line and direct inquiries as appropriate. Maintain positive communications and service with department members, faculty, staff, students, and the public. Compose correspondence on behalf of the Chair and Departmental Administrator. Assist in maintaining website content.
Percent of Time: 75 - 100% (based on candidate preference) Salary: Pay Level 2B. For details visit the University pay plans.
Qualifications
Bachelor’s degree or an equivalent combination of education and experience is required. One year of experience in office administration in a complex unit/department. Strong attention to detail and the ability to function autonomously. Strong organizational skills and ability to multi-task in a fast-paced environment with interruptions; effectively prioritize and follow up to meet deadlines. Excellent written and verbal communication skills. Demonstrated competency with Microsoft Office (Excel, PowerPoint, Word, Outlook). Desired Qualifications
Experience with UI cash handling policies. Knowledge of University of Iowa policies, procedures, and systems. Experience creating itineraries and arranging travel. Experience coordinating and organizing special events. Experience updating and maintaining websites.
Application Process
To be considered, applicants must upload a resume and cover letter addressing how they meet the listed required and desired qualifications. Mark the documents as “Relevant File” when submitting. Job openings are posted for a minimum of 7 calendar days. Successful candidates will be required to self-disclose conviction history and will undergo criminal background checks and credential/education verification. Up to 5 professional references may be requested later in the process. This position is not eligible for University sponsorship for employment authorization. For questions contact Anne Beyerink at anne-phillips@uiowa.edu. Additional Information
Classification Title: Admin Services Coordinator Appointment Type: Professional and Scientific Schedule: Full-time Contact Information
Organization: Healthcare Contact Name: Anne Beyerink Contact Email: anne-phillips@uiowa.edu
#J-18808-Ljbffr