Admin Services Coordinator - Neuroscience and Pharmacology

The Carver College of Medicine Department of Neuroscience and Pharmacology is seeking an Administrative Services Coordinator to provide operational and administrative support to the Chair, Department Executive Officer (DEO), and Department Administrator for the Department of Neuroscience and Pharmacology (N&P).  Contribute to the success of faculty and staff as well as furthering the goals, objectives, and vision of the Department.  This position completes a wide range of tasks that require a high degree of independence, discretion, judgement, and confidentiality. Excellent interpersonal skills and the ability to interact with internal and ternal constituents while facilitating a positive atmosphere is essential in carrying out the responsibilities of the position.

Position Responsibilities

Operational Support and Management

• Maintain DEO calendar and arrange meetings, conferences, and appointments for the DEO with Deans, Directors, Dept. Chairs, faculty, and admin staff.
• Coordinate the daily work of the DEO and Department Administrator, advising of unfinished business, letters, deadlines, appointments, and phone calls. 
• Assist with 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, making dinner reservations, paying honorariums, and disseminating seminar notices.
• 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 and distributing flyers/brochures.
• Support the academic mission of the department.  This includes assisting in seminar attendance tracking, scheduling annual student workshops, coordinating food purchasing for journal club, general education data collection for Department reviews, and course management (updating course ICON sites, exam preparation, as well as coordinating instructor and course evaluations).  In addition, help coordinate room reservations and oversee the paperwork associated with student comprehensive exams, annual committee meetings, thesis defense, and graduation.  In charge of the annual collection of student and faculty CV's, the maintenance of student files, and registration authorization.
• Coordinate and attend Departmental Faculty meetings, Executive Committee meetings and other Department committee meetings, create and distribute agendas for these meetings.
• Attendance at some meetings and events outside of normal working hours.
• May submit Facilities Management work orders for the Department. 

Human Resources

• Assist the Human Resources Generalist with faculty/candidate searches. This includes, itinerary preparation, making travel arrangements, coordinating seminars for faculty candidates, creating Qualtrics surveys for faculty feedback, communicating with applicants during the application process, and compiling applicant materials for review by the search committee.
• Assist the Human Resources Generalist with compiling documents and information for faculty promotion and tenure process and annual performance review procedures for faculty with a high degree of autonomy.
• Scheduling of meetings for annual review of faculty, including external visitor for 5 year reviews.

Financial Responsibility

• Maintain administrative PCard for expenses related to seminars and special events; includes gathering invoices/receipts.
• Coordinate e-deposits for the Department with Shared Services.
• May initiate purchasing requests for supplies and equipment.  Monitor accounts and expenditures, reconcile statements.   

Strategic Planning

• May assist in the coordination of strategic plans in support of the Dean, Executive Dean, DEO, or Department Administrator.  
• Proofread and edit related documentation.

Information Management

• Provide information and respond to inquiries.  May involve the coordination of documents and data that require continuous updating and revision in close collaboration with Department Administrator and DEO.   This includes maintaining records for the departmental 5-year review, support the department's graduate program, student and peer teaching reviews, and faculty initiatives.
• Maintain faculty productivity spreadsheet, which includes identifying, compiling, and manipulating pertinent data from multiple sources (teaching hours, course directorship, publications, grants, service).  Involves close collaboration with departmental Vice Chair of Education, DEO, and Faculty to ensure data integrity and confidentiality.
• Generate Qualtrics survey and collect responses/data as requested.

Communications Management

• Serve as main point of contact for the public visiting the Department.
• Assist the Communications Coordinator in creating regular department newsletters.
• Answer main departmental telephone line and assist with inquiries or direct them to the appropriate person.
• Maintain and promote positive communications and service as contact to Department members, faculty, staff, students, and public.
• Compose correspondence on behalf of the Chair of the Department and the Departmental Administrator. 
• Assist in maintaining website content.

Percent of Time: 100% 

Salary: 2B - https://hr.uiowa.edu/pay/pay-plans/professional-and-scientific-pay-structure

QUALIFICATIONS

Education Required:

• Bachelor's degree or an equivalent combination of education and experience is required.

Required Qualifications:

• One year of experience in office administration in a complex unit/department.
• Strong attention to detail and the ability to function autonomously.
• Strong organizational skills and ability to multi-task, work in a fast-paced environment with frequent interruptions, effectively prioritize tasks to consistently meet deadlines, and follow up with others.
• Excellent written and verbal communication skills. 
• Demonstrated competency and experience using most Microsoft Office software, which may include Excel, PowerPoint, Word, and Outlook.

Desired Qualifications:

• Experience with UI cash handling policies. 
• Knowledge of University of Iowa policies, procedures, and systems.
• Experience creating itineraries and arranging travel. 
• Experience with coordinating and organizing special events.
• Experience with maintaining, adjusting, and updating websites.

Application Process: In order to be considered, applicants must upload a resume and cover letter which clearly address how they meet the listed required and desired qualifications of this position. Be sure to mark the documents as "Relevant File" to the submission when completing the application.  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 and credential/education verification.  Up to 5 professional references will be requested at a later step in the recruitment process. 

This position is not eligible for University sponsorship for employment authorization. 

For additional questions contact Anne Beyerink, anne-phillips@uiowa.edu.