University of Iowa
Location
Iowa City, IA | United States
Job description
The Department of Otolaryngology at the University of Iowa Hospitals and Clinics is seeking to hire an Administrative Services Coordinator. This person will contribute to the success of a project, program, unit, department or college/division by providing administrative services through the coordination and support of operations and/or lead the organization by planning, directing, and evaluating operations.
KEY AREAS OF RESPONSIBILITY
Operational Support and Management:
Support the daily operations of an office, project or program, including coordination of specialized events and activities, appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures.
Assist in the preparation of operating grants.
Perform audits of data entry including generation of reports for accounts receivable.
Instruct assistants in data entry; requisition supplies and materials.
May require advanced knowledge and expertise in specific office, project, or program to provide administrative/ operational support and management.
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.
UNIVERSAL COMPETENCIES
Ability to work with a variety of individuals and groups in a constructive and civil manner while appreciating the unique contribution of individuals from varied cultures, nationalities, genders, ages, etc.
Ability to utilize existing resources and learning to achieve or exceed desired outcomes of current and future organizational goals/needs. Able to demonstrate ethical behavior in diverse situations while producing results.
Ability to meet or exceed customer service needs and expectations and provide excellent service in a direct or indirect manner. Ability to effectively transmit and interpret information through appropriate communication with internal and external customers.
JOB FAMILY TECHNICAL COMPETENCIES
Knowledge of, and ability to apply, policies and practices for planning and administering a budget.
Knowledge of major responsibilities, accountabilities, and organization of the Human Resources (HR) function or department; ability to use and effectively administrate the organization's HR policies, strategies and environment.
Ability to carry out ongoing office administration tasks effectively and efficiently in support of local and remote teams.
Knowledge of major functional processes and associated operating requirements; ability to apply this knowledge appropriately to diverse situations.
SUPERVISION RECEIVED
Supervision is received from the Clinical Department Administrator
SUPERVISION EXERCISED
Supervision is exercised over assigned staff.
Requires the academic knowledge of a discipline plus the ability to translate, adapt, and apply this knowledge that is generally associated with a Bachelor's degree or an equivalent combination of education and experience.
Excellent written and verbal communication skills are required.
Administrative experience (6 months-1 year) required.
Proficiency with MS Office Suite, including Word, Excel, and PowerPoint is required
Working knowledge of Microsoft Access and File Maker Pro databases is desired.
Experience with preparing invoices and auditing accounts receivable is desired.
Customer service experience of at least 1-2 years is desired.
Experience with medical terminology and hospital or clinical setting desired.
Knowledge of University policies, procedures and regulations is desired.
Position and Application 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:
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 education/credential verification . Up to 5 professional references will be requested at a later step in the recruitment process.
For additional questions, please contact Lydia Messer at [email protected]
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.
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.
Connections working at University of IowaJob tags
Salary
