Administrative Services Coordinator

The Department of Molecular Physiology and Biophysics in the Carver College of Medicine is seeking an Administrative Services Coordinator (ASC) to provide general administrative and operational support services to the department. The ASC is an essential and important part of the administrative office structure and will perform a wide range of tasks that require a high degree of independence, discretion, judgement, and confidentiality to support the department's commitment to excellence in research, teaching, and professional services. This position is an excellent entry level position opportunity to develop administrative skills and build your resume for career advancement in future roles.

CHARACTERISTIC DUTIES AND RESPONSIBILITIES

* Support the daily operations of the department.

* Support DEO by managing calendar and assisting with writing and reviewing correspondence, letters, and memos.

* Organize and provide support for departmental meetings, special programs, initiatives, and events.

* Maintain department website.

* Coordinate faculty promotion and tenure process and annual performance review procedures for faculty with a high degree of autonomy.

* Coordinate and manage faculty recruitment virtual and on-campus visits.

* Prepare Graduate RA offer letters.

* Initiate purchasing requests for supplies and equipment; maintain a p card.

* Participate in departmental cash handling procedures.

* Track grant and employee end dates to support grant financial management and planning.

* Complete grant budget and financial reports data entry.

* Assist with the coordination of strategic plans in support of the DEO and Department Administrator.

* Proofread and edit related documentation.

* Serve as the primary contact for the department by providing information and responding to inquiries.

* Gather and provide information using available resources.

* Maintain departmental documents and data that require constant updating and revision in close collaboration with Department Administrator and DEO, including records for departmental reviews, student and peer teaching reviews, and faculty initiatives.

* Maintain graduate student files.

* Support General Catalog updates process.

* Complete NIH training grant tables.

* Create PubMed/Medline reports.

* Maintain publications, curriculum vitae (CV), biosketches, and dossiers for departmental faculty.

* Assist with award nominations for faculty, staff, and students.

* Prepare and administer correspondence.

* Act as liaison to faculty, staff, postdocs, students, alumni and public by prioritizing inquiries and providing basic policy interpretation.

* Contribute to the department's presence in social networking sites, including Facebook, LinkedIn, and similar community sites.

* Serve as primary contact for building and equipment maintenance and facilities management.

* Perform other duties as assigned.

QUALIFICATIONS

Education

* A bachelor's degree or an equivalent combination of education and experience.

Required Qualifications

* Strong attention to detail and the ability to function autonomously.

* Demonstrated competency and experience using most Microsoft Office software, which can include Excel, PowerPoint, Word, Office 365, and Outlook.

* Excellent written and verbal communication skills.

* Demonstrated knowledge of effective strategies for working with faculty, staff, and students from a variety of backgrounds and perspectives.

Desirable Qualifications

* Six months to 1 year professional administrative/office experience.

* Experience with coordinating and organizing of special events.

* Knowledge of University of Iowa policies and procedures and/or familiarity with higher education institutional practice.