Position Specific Summary:

The College of Public Health Department of Biostatistics is seeking an Administrative Services Coordinator to support the administrative activities of the department.

Operational Support and Management:

•Provide administrative support and management of daily operations in the Department of Biostatistics. Duties include managing schedules, arranging department activities and events, scheduling meetings, and making travel arrangements for faculty, staff, students, and visitors to the department.

•Attend monthly faculty meetings, compose, and distribute minutes.

•Coordinate department events including making space reservations and managing catering orders.

•Monitor department space and report maintenance issues as needed. Monitor department supply inventory and order supplies as needed. Oversee shared department spaces including kitchenette for tidiness.

•Provide backup for other department administrative positions including the Graduate Program Coordinator and Department Administrator, including assisting with financial and academic support duties.

Human Resources:

•Compile and organize materials for faculty reviews including promotion and tenure.

•Collect, compile, and update faculty records, including curriculum vitas and Academic & Professional Records (online database)

•Coordinate faculty recruitment and seminar speaker visits. Prepare and organize itineraries. Arrange transportation, accommodation, meals, meetings, and seminar rooms for a successful visit. Process necessary travel and accounting paperwork for reimbursements and expenses.

Financial Responsibility:

•Assist with grant applications materials including Biosketches and Other Support documents, preparation of budgets, and processing of routing forms for grant submissions.

•Initiate purchasing requests for office supplies and equipment.

•Manage department expenses using procurement card. Approve purchases and reconcile monthly transactions.

•Work with University Shared Financial Services to process financial forms including procurement card vouchers, ProTrav forms, PREQ forms, eBuy orders, and internal requisitions for departmental activities.

•Serve as back-up/assistant reconciler for the department accounts.

Strategic Planning:

•Assist in the coordination and preparation of department strategic plans and work plans.

Information Management:

•Maintain databases, tables, spreadsheets and create reports as needed.

•Maintain files for faculty Ace evaluations and create specialized reports.

•Prepare and manage departmental biannual electronic newsletter.

Communications Management:

•Serve as point of contact for internal and external constituencies.

•Serve as liaison to faculty, staff, students, alumni and public concerning inquiries requiring interpretation of policies, procedures and programs.

•Serve as the department Building Emergency Floor Coordinator for CPH Building Emergency Action Plan.

•Compose letters and other documents for Biostatistics DEO and Administrator; monitor follow-up on all correspondence that require responses and written replies, create templates and form letters.

•Monitor department digital signage, including creating slides as needed, accessing the CPH collection of digital signs, and keeping the displayed information current.

Required Qualifications:

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

•Minimum of six months related administrative and/or program experience.

•Demonstrated careful attention to detail and accuracy, experience with handling multiple projects simultaneously, establishing priorities and managing frequent changes in schedule and tasks.

•Must be proficient in MS Word; MS Outlook (calendar and email); and MS Excel.

•Demonstrates a high level of written and oral communication and relationship building skills to clearly communicate and work with a variety of individuals and groups in a constructive and collaborative manner while maintaining strict confidentiality.

•Eligibility for securing UI procurement card.

Highly Desirable Qualifications:

•Proficiency arranging virtual meetings.

•Experience coordinating large events and budget preparation.

Desired Qualifications:

•Ability to initiate and take independent action.

•Ability to continuously learn and adapt to a changing environment and utilize knowledge in varying situations.

•Knowledge of University of Iowa policies and procedures.

Application Details:

To be considered for an interview, applicants must upload a resume and cover letter and mark them as a "Relevant File" to the submission. 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.

Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. Up to five professional references will be requested at a later step in the recruitment process.

Hybrid within Iowa: This position is eligible for hybrid work within Iowa and will require a work arrangement form to be completed upon the start of your employment. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program and related policies and employee travel policy when working at a remote location.

Additional Information

Classification Title: Admin Services Coordinator
Appointment Type: Professional and Scientific
Schedule: Full-time
Work Modality Options: Hybrid, within Iowa; may be eligible for 20% remote work

Compensation

Pay Level: 2B

Contact Information

Organization: Public Health
Contact Name: Kay Shie
Contact Email: kay-shie@uiowa.edu