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Posted: 10-Jan-25
Location: Iowa City, Iowa
Salary: 39,700.00 - 72,353.00
Categories:
Internal Number: 24004061_1736375435
BASIC FUNCTION
The Administrative Services Coordinator functions as administrative support to the department of Otolaryngology by providing administrative services through the coordination and support of operations. Coordinate conferences, perform invoicing, manage accounts payable, accounts receivable and create financial reports and arrange for repair of equipment. The Coordinator may be tasked with specific projects related to the work of the faculty 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 including coordination of specialized events/conferences and activities, appropriateness of expenditures, contract or grant requirements and changes in policies and procedures.
Perform invoicing, manage accounts payable, accounts receivable and create financial reports.
Provide all aspects of high level, confidential, administrative support to faculty, which includes financial, strategic, personnel, and other highly sensitive information.
May require advanced knowledge and expertise in specific office, project, or program to provide administrative/ operational support and management.
Utilize Microsoft Office Word, Excel, PowerPoint, Access and Outlook, FileMaker Pro, Adobe Photoshop and webpage application Dreamweaver. Writing and update website for clinical diagnostic and research purposes and update as needed.
Make decisions and exercise a high level of autonomy while typically performing administrative support/ management responsibilities for executives of an organization (e.g., Deans, Directors, DEOs, VPs), including managing schedules, correspondence, and travel arrangements.
Human Resources (HR):
Initiate HR transactions at the request of others.
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:
Initiate purchasing requests for supplies and equipment.
Monitor accounts/expenditures; reconcile statements.
Strategic Planning:
May assist in the coordination/preparation of strategic plans in support of the Dean, Director, DEO or VP. 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 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 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.
Required 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 year experience is required.
- Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook) is required
- Superior written, verbal, and interpersonal communication skills are 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 are required
Desirable Qualifications:
- 1-3 years' experience in an administrative support role for hospital or academic faculty 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:
Applicant Resource Center -
Need help submitting an application or accepting an offer? Support is available!
Our Applicant Resource Center is now open in the Fountain Lobby at the Main Hospital.
Hours:
Tuesdays & Thursdays 2:00pm - 4:00pm
Or by appointment
Contact to schedule a time to visit.
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.
