Administrative Services Coordinator

Details

Posted: 07-Apr-24

Location: Iowa City, Iowa

Type: Full-time

Salary: 40,000.00 - 48,000.00

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 24002408_1712330120

The Administrative Services Coordinator will contribute to the success of the UI College of Pharmacy Department of Pharmaceutical Sciences and Experimental Therapeutics by providing administrative support of the department's daily operations and assisting department faculty with functions such as seminar hosting and recruitment of faculty and graduate students. This position may require advanced knowledge and expertise in specific administrative functions, software, or course management programs. Independent judgment and initiative are required to plan, prioritize, and organize varied workload.

This requisition requires that a resume and cover letter be submitted as part of the application materials.

Key Areas of Responsibility

Operational Support and Management

• Provide operational and administrative support of the daily operations for the Department of Pharmaceutical Sciences and Experimental Therapeutics, which includes approximately 70 faculty, staff, graduate students, postdoctoral fellows and visiting scholars.
• Responsible for general operational support and management, such as: greet visitors, open, distribute and process departmental mail; compose and send correspondence and in-person communication to answer questions and inquiries or referring to appropriate other areas for assistance.
• Evaluate and prioritize requests and exercise discretion and judgment in providing confidential information to appropriate parties.

Financial Responsibility

• Assist the Department Administrator with payment processing.
• Review transactions for accuracy, reconcile departmental accounts.
• Maintain various office machines and troubleshoot equipment, initiate service calls when needed.

Strategic Planning

• Understand and adhere to the Mission, Vision and Core Values of the College of Pharmacy.
• May assist in the coordination and preparation of the College of Pharmacy's and/or strategic plan for the Department of Pharmaceutical Sciences and Experimental Therapeutics.

Information Management

• Manage departmental list serves, other tracking systems and computer drives.
• Generate a variety of reports as requested by Department Chair.
• Develop and review departmental informational materials for distribution.

Communication Management

• Serve as the primary department contact for inquiries and/or requests for service. Evaluate the purpose of the contact and respond by providing information, which may cover policies, procedures, or department services and/or capabilities.
• Compose and distribute email announcements to the department.
• Serve as a liaison between department and other service departments within the university through the use of a variety of modes to a wide range of constituents requiring accuracy, discretion, judgement, and organization.

Human Resources (HR)

• May support faculty, graduate student and staff hiring process, such as: correspondence with candidates, make travel arrangements, and coordinate interview schedules.
• Assist with new departmental employee on-boarding process and manage exit checklists.
• May supervise student employees.

For a complete job description, please contact Libby Kleppe at [email protected]

Education Requirement

• Bachelor's degree in an appropriate discipline or related field or an equivalent combination of related education and experience.

Experience Required

• More than one-year related office administration experience.
• Experience managing multiple concurrent objectives and tasks while making effective judgments to the priorities of time and resource allocation.
• Ability to work independently and demonstration of self-motivation for assignment completion.
• History of accuracy and attention to detail.
• Working proficiency with Microsoft Office applications or equivalent software, including calendar and email desktop tools.
• Written and verbal communication skills; ability to effectively transmit, receive, and accurately interpret ideas, information and needs through appropriate communication methods and behaviors.

Desirable Qualifications

• Knowledge and experience with university policies and procedures related to position.
• Experience working in an academic or higher education environment.
• Experience using university course and database management systems such as ICON, Canvas, Exam Soft, and Faculty Success.

Application and Position Details

• 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. This job may be removed from posting and filled any time after the minimum posting period has ended. Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. 5 professional references will be requested at a later step in the recruitment process. For additional questions, please contact Libby Kleppe at [email protected].

Benefits Highlights

• Regular salaried position. Located in Iowa City, Iowa.
• Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans.
• For more information about Why Iowa? Click here .

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.

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About University of Iowa
With over 31,000 students, the University of Iowa is one of the nation's top public research universities, a member of the Big Ten conference and the Association of American Universities. The University of Iowa is composed of eleven colleges and is known around the world for its balanced commitment to the arts, sciences, and humanities. It is home to one of the nation's largest academic medical centers and the pioneering Iowa Writers' Workshop. The University of Iowa promotes work/life integration and is located in the casual yet cosmopolitan environment of Iowa City, widely recognized as one of the country's most livable communities.
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