Admin Services Coordinator - Microbiology and Immunology (80 - 100%)
University of Iowa

Job Info

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The Administrative Services Coordinator will provide operational and administrative support services for the Department of Microbiology and Immunology, while contributing to the success of faculty and staff as well as furthering the goals, objectives, and vision of the Department. This position will demonstrate excellent interpersonal skills and the ability to interact with internal and external constituents while facilitating a positive atmosphere.

Duties to Include:

• Coordinate the weekly departmental seminar series during the academic year. This includes working with faculty to schedule and invite speakers, reserving lecture halls, creating itineraries, making travel and accommodation reservations, ordering lunch and making dinner reservations, paying honorariums, and disseminating seminar notices using Dispatch.
• Contribute to faculty recruitment process. This includes coordinating seminars for faculty candidates (similar to seminar series), creating Qualtrics surveys for faculty feedback, communicating with applicants during the application process, and compiling applicant materials for review by the search committee.
• Coordinate special events, such as departmental recognition events, retreats, special lectures, and undergraduate honors poster sessions. These may include taking RSVPs, reserving locations, making food reservations, and creating flyers/brochures.
• Assist in creating digital media, social media, and departmental website content.
• Maintain administrative PCard for expenses related to seminars and special events; includes gathering invoices/receipts.
• Oversee and provide building/room accesses for faculty, staff, postdocs, and students.
• Oversee departmental email lists.
• Work with HCIS/ITS for Skype for Business, shared folder access and computer inventory.
• Collaborate with University Shared Services for department procurement and e-deposits.
• Oversee departmental poster printer, copiers, and other departmental equipment.
• Manage/coordinate surplus removal of computers, lab supplies, and equipment.
• Act as knowledgeable resource, assist with inquiries, and provide training as needed.

Percent of Effort: 80 - 100%
Type of Position: Regular
Pay Grade: 2B - https://hr.uiowa.edu/pay/pay-plans

The Roy J. and Lucille A. Carver College of Medicine is a highly ranked medical school where students learn to become accomplished clinicians and top-flight researchers and educators. Students come to Iowa to study medicine in a program that uses case-based learning as the basis of their education. With its emphasis on problem-solving skills, early exposure to patients, and enhanced community-based experiences, UI medical students typically earn impressive scores on Step 1 of the U.S. Medical Licensing Examination and successfully "match" with top-quality residency programs around the country.

Required Qualifications

• Bachelor's Degree or an equivalent combination of education and experience
• A minimum of 1 year of experience in office administration in a complex unit
• Experience coordinating schedules
• Excellent customer service skills
• Excellent written and verbal communication skills
• Excellent organizational skills and attention to detail
• Must be able to multi-task, work in a fast-paced environment with frequent interruptions, effectively prioritize tasks to consistently meet deadlines, and follow up with others
• Proficiency with desktop applications, including Microsoft Outlook, Word, Excel, PowerPoint, and Adobe Acrobat

Desired Qualifications

• Experience with cash handling
• Experience with Dispatch and Qualtrics
• Knowledge of University of Iowa policies, procedures, and systems
• Experience creating itineraries and arranging travel.

Application Process: In order to be considered, applicants must upload a resume or CV and cover letter (under submission relevant materials) that clearly address how they meet the listed required and desired qualifications of this position.

Job openings are posted for a minimum of 14 calendar days.

Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check. This position is not eligible for university sponsorship for employment authorization. Professional references will be requested at a later step in the recruitment process.

Please contact Anne Beyerink, anne-phillips@uiowa.edu for any questions.

Additional Information

• Classification Title: Admin Services Coordinator
• Appointment Type: Professional and Scientific
• Schedule: Full-time

Compensation

• Pay Level: 2B

Contact Information

• Organization: Healthcare
• Contact Name: Anne Beyerink
• Contact Email: anne-phillips@uiowa.edu

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