Administrative Services Coordinator - Cancer Center (Hybrid)

The Holden Comprehensive Cancer Center is seeking a hybrid Administrative Services Coordinator to provide professional-level administrative support for career enhancement and educational programs in the Cancer Center.   This position directly supports Office of Cancer Career Enhancement and Training (OCCET). The goal of the OCCET is to establish and foster infrastructure that coordinates and facilitates educational opportunities to enhance the careers of cancer researchers, clinicians, and community providers. This office is a central hub of resources for trainees and caregivers at every stage within the Holden Comprehensive Cancer Center. 

Key areas of responsibility include operational support, information management and communication, purchasing and reconciliation. May perform other duties as assigned.  This position requires a high level of discretion, confidentially, attention to detail and accuracy, and independent judgement.

This position is eligible for a hybrid work arrangement of both on-campus (UIHC) and remote work within the state of Iowa upon completion of a training period, with the majority of work taking place on the U of I/UIHC campus.  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.

Duties to include:

Operational Support and Management

• Perform administrative support responsibilities, including planning, organizing, and monitoring daily activities, managing schedules, correspondence, and travel arrangements of the OCCET team
• Initiate purchasing requests for supplies and equipment for OCCET.  Monitor accounts and expenditures and reconcile statements
• Coordinate meetings, seminars, and/or conferences, which include the gathering of data, preparing agendas, scheduling calendars, prioritization of conflicts, taking minutes, and assuring details are accurate
• Plan and coordinate the logistical aspects for appropriate meeting rooms, facilities, and services for OCCET programmatic efforts
• Prepare, review, proofread, and analyze documents to ensure compliance with university and external requirements and procedures
• Provide administrative support to management team and staff, including travel plans and reimbursements and additional administrative functions are needed
• Work with managers to organize and facilitate annual competencies and reviews by preparing documentation, historical data, and staff education files
• Attend committee meetings when necessary and provide administrative support
• Evaluate processes regularly to find opportunities for automation, improvement, or efficiency, recommending/implementing new processes as a result 
• Other duties as assigned. 

Financial Responsibility

• Proactively initiate purchase requests for the OCCET, including supplies, equipment, training materials, association dues, promotional materials, etc
• Monthly management and reconciliation of procurement card purchasing & program accounts and expenditures.
• Initiates Purchase Orders, P-Requisitions, e-Deposits, and Travel Expense Vouchers as needed
• Knowledge of and adherence to cash handling policies

Information Management

• Maintains OCCET databases and file
• Track trainee career progression using Monicur software

Communications Management

• Coordinates communication to the faculty and students of the OCCET
• Serve as a liaison between OCCET and educational program alumni
• Serve as primary contact to arrange visits to local and regional high schools, community colleges, and undergraduate institutions for recruitment purposes
• Triage phone calls or emails, greet and direct faculty and staff, trainees, or applicants. Respond in a timely, positive, and courteous manner

Strategic Planning

• May assist with the coordination of strategic plans, organizing groups, compiling documents, and arranging relevant supporting materials
• Communicates between key stakeholder timelines, follow-up on deliverables, and submission of work products

University of Iowa Hospitals & Clinics-recognized as one of the best hospitals in the United States-is Iowa's only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients. Simply stated, our mission is: Changing Medicine. Changing Lives.

Holden Comprehensive Cancer Center is Iowa's only NCI-designated comprehensive Cancer Center. The NCI designation recognized our Cancer Center, and its research scientist, physicians, and other health care professionals, for their roles in advancing cancer research that impacts on our ability to prevent, detect and treat our patients with cancer. Not just a floor, or a building, or even confined to a single college. Holden Comprehensive Cancer Center coordinates all cancer-related research, education, and patient care by faculty from 41 departments and six colleges, as well as UI Hospitals and Clinics and UI Children's Hospital.

UI Health Care Core Values (WECARE)

Welcoming

We strive for an environment where everyone has a voice that is heard, that promotes the dignity of our patients, trainees, and employees, and allows all to thrive in their health, work, research, and education.

Excellence

We aim to achieve and deliver our personal and collective best in the pursuit of quality and accessible healthcare, education, and research.

Collaboration       

We encourage collaboration with healthcare systems, providers, and communities across Iowa and the region, as well as within our UI community. We believe teamwork - guided by compassion - is the best way to work. 

Accountability  

We behave ethically, act with fairness and integrity, take responsibility for our own actions, and respond when errors in behavior or judgement occur.

Respect                   

We are committed to ensuring the UI Health Care is an inclusive environment where individuals from the full spectrum of diversity - which includes identity, backgrounds, cultures, ability, and perspective - feel safe, seen and valued.  

Equity               

We dedicate ourselves to equity and fairness in research, health care, education, and health.

Percent of Time: 100%

Pay Grade: 2B

https://hr.uiowa.edu/pay/guide-pay-plans

Benefits Highlight

• 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
• For more information about Why Iowa?, click here

Required Qualifications

•  A Bachelor's degree or an equivalent combination of education and experience.
• Some (6 months-1 year) administrative experience providing administrative operations support.
• 1 years public contact/customer service experience 
• Demonstrated ability to meet deadlines, follow-up, and multi-task with minimal supervision.
• Demonstrated ability to work collaboratively across functions, levels, and departments towards shared objectives
• Demonstrated organizational and project management skills
• Excellent verbal and written communication skills
• Demonstrated proficiency in computer software applications, especially Microsoft Office Suite
• Demonstrated working proficiency in the ability to work with variety of individuals and groups in a constructive manner while appreciating the unique contribution of diverse individuals (i.e. individuals from varied cultures, race, creed, color, national origin, age, sex, disability, sexual orientation, gender identity, and veteran status) is required.
• The ability to occasionally assist with meetings and events outside of normal working hours is required.

Highly Desirable Qualifications

• Experience planning and/or organizing meetings and group events and serving as a liaison for the organization

Desirable Qualifications

• Demonstrated ability to adjust and develop self to prepare for new or changing assignments, processes, people or priorities as organizational needs dictate at a working proficiency level is desirable.
• Experience tracking expenses, verifying funds, reconciling accounts, processing reimbursements, and reviewing financial statements
• Experience coordinating travel and reconciling associated expenses. 
• Knowledge of University of Iowa and University of Iowa Health Care policies, procedures, and regulations. 
• Previous experience building, overseeing, and managing schedules for others

Application Process: In order to be considered, applicants must upload Resume 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 and credential/education verification.

References: Five professional references will be requested and required at a later step in the recruitment process

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

With additional questions, please reach out to Sarah Waldschmidt at sarah-waldschmidt@uiowa.edu