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Form of workAdministrative Services Coordinator - Radiation Oncology Research
The Administrative Services Coordinator (ASC) in the Department of Radiation Oncology, Free Radical & Radiation Biology Research Program (FRRBP), will provide professional-level administrative support for the faculty and students in the graduate program. This position directly supports the Director and faculty of the FRRBP research program. This position will coordinate and facilitate educational experiences and support learner success. The ASC will also administer the recruitment process for prospective program graduate students. The FRRBP administrative office is a primary resource for cancer researchers, core lab customers, and students. The Radiation Oncology graduate program is the only PhD-granting program within a clinical department in the U.S. and has a strong national reputation as one of the first programs of its type. The program supports the mission, vision, and values of the institution and the Department of Radiation Oncology.
Operational Support and Management:
Provide administrative support including planning, organizing, and monitoring daily activities, managing schedules, correspondence, and travel arrangements for Director and faculty in the Free Radical & Radiation Biology Program.
Initiate purchasing requests for supplies and equipment. Monitor accounts and expenditures and reconcile statements for the Director.
Coordinate meetings, seminars, and/or conferences; gather data, prepare agendas, schedule multiple complex calendars, prioritizing meetings requests. Take minutes and assure details are correct.
Plan and coordinate logistical aspects for appropriate meeting rooms, facilities, and services for FRRBP program.
Prepare, review, proofread, and analyze documents to ensure compliance with university and external requirements and procedures.
Provide administrative support to FRRBP faculty and research staff including travel plans, reimbursements and additional administrative functions as needed.
Attend committee meetings when necessary and provide administrative support.
Evaluate processes to find opportunities for improvement or efficiencies, recommending/implementing new processes as a result.
Create and manage schedules and itineraries and associated documentation for recruitment activities such as Visiting Student/Career Days, orientation sessions, and applicant interviews. Coordinate participation of FRRBP students in the Biomedical Scholars Summer Undergrad Research Program.
Manage the recruitment process for prospective graduate students: gather confidential admissions and application information.
Liaison with faculty instructors regarding courses; schedule presentations and evaluations; document attendance.
Coordinate NIH EAC site visits and facilitate travel and visit agenda and program documentation and data for review.
Other duties as assigned.
Financial Responsibility:
Initiate purchase requests for FRRBP Director, faculty, and staff including supplies, equipment, educational materials, and association/membership dues.
Monthly management and reconciliation of procurement card purchasing and program accounts and expenditures.
Initiate purchase orders, P-Requisitions, e-Deposits, and Travel Expense Vouchers as needed.
Maintain payment terminal for credit card transactions, process transaction reports.
Create and submit data for CCOM Space Survey for all assigned FRRB program facilities in Medical Laboratories, EMRB, and MERF.
Create, develop, and prepare student/faculty budget information for graduate program and recruiting events.
Initiate financial transactions with Shared Services; initiate payment of student tuition.
Information Management:
Maintain FRRBP databases and files.
Create and maintain program course information in MAUI and ICON
Track student and trainee academic and career progression using MAUI and ICON.
Collect data from multiple sources and maintain complex tables for annual progress reports for program and non-program students; Submit NIH eRA Commons T32 training grant table through Xtract.
Develop Qualtrics surveys and compile reports to gather feedback to evaluate for curriculum development and teaching.
Maintain program website and application materials and processes.
Communications Management:
Coordinate communication to the faculty and students of FRRBP.
Serve as liaison between FRRBP faculty and staff and program alumni; provide interpretation of UI academic policies and procedures as needed.
Serve as primary contact to arrange visits to local and regional educational entities for recruitment purposes.
Triage phone calls and emails, greet and direct faculty and staff, students, trainees, or applicants, responding in a timely, positive and courteous manner.
Strategic Planning:
May assist with the coordination of strategic plans, organizing groups, compiling documents, and arranging relevant support materials.
Communicate between key stakeholder per specified timelines, follow up on deliverables, and submission of work products.
Percent of Time: 100% - Full Time
Pay Grade:
https://hr.uiowa.edu/pay/guide-pay-plans
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
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Educational Requirement:
Bachelor's degree or an equivalent combination of education and experience.
Experience Requirement:
Some (6 months to 1 year) related experience providing administrative operations and academic support.
Minimum of 1-year public contact/customer service experience.
Excellent written, verbal and interpersonal communication skills.
Proficiency in computer software applications, especially Microsoft Office Suite.
Demonstrated organizational and project management skills.
Ability to assist with meetings and events outside of normal working hours occasionally is required.
Desirable Qualifications
Basic experience working with an academic program including program recruitment, admission, enrollment, orientation, and liaison is highly desired.
Previous experience managing schedules for others including detailed coordination of complex calendars is highly desired.
Experience planning/organizing meetings and group events.
Demonstrated ability to adjust and develop skills to prepare for new or changing assignments, processes, people or priorities as dictated by organization.
Experience tracking expenses, reconciling accounts, and processing reimbursements.
Experience coordinating travel and reconciling associated expenses.
Knowledge of UI policies, procedures, and regulations.
Prior experience with academic software and applications such as MAUI, ICON, and external reporting systems.
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 Joleen Timm, Radiation Oncology HR, at joleen-timm@uiowa.edu.
Applicant Resource Center -
Need help submitting an application or accepting an offer? Support is available!
Our Applicant Resource Center is now open in the Fountain Lobby at the Main Hospital.
Hours:
Tuesdays & Thursdays 2:00pm - 4:00pm
Or by appointment
Contact TAHealthCareSupport@healthcare.uiowa.edu to schedule a time to visit.
