Admin Services Coordinator
University of Iowa
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Benefits offered by this job
Job summary
University of Iowa is seeking a highly organized administrative professional to support the Rural Policy Research Institute (RUPRI) operations, including event coordination, budgeting, and document management. The role requires discretion in handling confidential information and independent decision-making for the Director’s calendar and travel arrangements.
The position offers a hybrid work arrangement within Iowa and is eligible for a comprehensive fringe benefits package.
Qualifications
- Bachelor’s degree in business administration or related degree or equivalent combination of education and experience.
- Minimum of 6 months related administrative and/or executive support experience.
- Demonstrated careful attention to detail and accuracy, ability to handle multiple projects, prioritize and adapt to changes.
- Proficient in MS Office Suite including Word; MS Outlook (calendar and email); and PowerPoint.
- Strong written and verbal communication and relationship-building skills while maintaining confidentiality.
- Experience coordinating events including travel arrangements for participants.
Responsibilities
- Support the daily operations of the Rural Policy Research Institute (RUPRI), including coordination of events and oversight of expenditures, contracts, grants, and policy procedures.
- Manage schedules, correspondence, and travel arrangements for the Director of RUPRI with high autonomy.
- Maintain files such as CVs, publications, completed projects, emails, and research materials.
- Prepare travel reimbursements and maintain related travel files.
- Track deadlines for conferences and invitations, coordinate with speakers and organizers, and manage promotional materials.
Skills
Education
Tools
Job description
The Rural Policy Research Institute (RUPRI), RUPRI Center for Rural Health Policy Analysis and Rural Health Value is looking for a 75%-100% candidate to contribute towards its success. Performs work involving recurring contact with administrators and executives, Research Center Directors, the Director/CEO, HMP Faculty, and other public and private officials. Exercises a high level of discretion in obtaining and providing factual and confidential information requiring knowledge of both the assigned and related work areas and institutional operations. Hybrid work arrangement negotiable.
Support the daily operations of the Rural Policy Research Institute (RUPRI), including coordination of specialized events and activities, appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures.
Make decisions and exercise a high level of autonomy while typically performing administrative support/management responsibilities for the Director of RUPRI including managing schedules, correspondence, and travel arrangements.
Manage complex schedule for high-level research director requiring discretion of calendar activities and prioritization of appointments.
Maintain files including CVs, publications and research documents, RUPRI completed projects (briefs and papers), research email distribution lists
Initiate standard forms and documents such as purchasing, accounts payable, travel requests, travel expense vouchers and affirmative action forms. Prepare travel reimbursements and maintain files regarding travel.
Assist RUPRI Director with meeting deadlines to conference and invited speaking engagements by tracking due dates, corresponding with conference coordinators, making sure all travel arrangements are made, preparing and sending presentations, bios, photos, completing online registrations and preparing expense reports for reimbursement to outside organizations. Log all travel expenses for tracking of reimbursement and maintain contact information for follow up. Send new project announcement out via Dispatch, Facebook and LinkedIn. Send new products and presentations completed by the RUPRI Center, RUPRI.org and Rural Health Value to post on websites.
Initiate purchasing requests for speakers and off-campus events.
Monitor accounts/expenditures; reconcile statements.
Participate in budget preparation including calculation of projected costs and expenses necessary for grant proposals or other related financial accounts.
Event planning, requires knowledge of contracts with hotel meeting sites, working with UI purchasing and USS CPH accountants. Setup trips in workflow prior to travel.
Process travel reimbursements and honorariums.
Pcard - reconcile monthly (sending all receipts to USS CPH).
Memberships and conference registrations.
Schedule monthly budget meetings.
Serve as primary contact for the Director of RUPRI by providing information and responding to inquiries.
Gather and provide information using available resources.
Assist with collecting and compiling data for reports including budget preparation for grants and/or contracts; prepare biosketches. Knowledge of ORCID and NIH biosketches. Determine format and presentation style based on instructions from funding agency and arrange for processing and forwarding to funding agency by deadline.
Assist in developing and preparing documents related to requests from the funders.
Prepare and administer correspondence.
Serve as liaison to faculty, staff, students, and public concerning inquires or complaints requiring interpretation of policies, procedures and programs.
Arrange for meetings and conferences on campus and off campus meetings and panel sections related to the Rural Policy Research Institute (RUPRI). Includes working with faculty, staff, administrators, public and private officials. Gather and synthesize data, help prepare the agenda, coordinate calendars of multiple participants, arrange for promotional materials, process honoraria and reimbursements, make all the site arrangements, review contracts, etc.
Maintain contact information for disseminating RUPRI products. Print briefs and maintain files with hard copies; email announcements of new briefs; update website with power point presentations and policy briefs. Maintain product log of completed RUPRI briefs for quarterly reports; also maintain RUPRI presentation log for quarterly RUPRI reports.
Develop, provide content, layout, and edits for RUPRI newsletter.
- Bachelor’s degree in business administration or related degree or equivalent combination of education and experience.
- Minimum of 6 months related administrative and/or executive support experience.
- Demonstrated careful attention to detail and accuracy, experience with handling multiple projects simultaneously, establishing priorities and managing frequent changes in schedule and tasks.
- Must be proficient in MS Office Suite including Word; MS Outlook (calendar and email); and PowerPoint.
- Demonstrates a high level of written and oral communication and relationship building skills to clearly communicate and work with a variety of individuals and groups in a constructive and collaborative manner while maintaining strict confidentiality.
- Experience coordinating events including travel arrangements for participants.
- Eligibility for securing university procurement card.
- Ability to initiate and take independent action.
- Experience and ability to create newsletters, developing content, editing and layout.
- Experience coordinating, arranging and running virtual meetings in Zoom or Teams.
- Ability to continuously learn and adapt to a changing environment and utilize knowledge in varying situations.
- Experience using social media for promoting professional events and activities.
- Previous experience negotiating and determining meeting/event sites and working with vendors and travelers throughout the process.
- Knowledge of University of Iowa policies and procedures.
This position is eligible for on campus, hybrid within Iowa and will require a work arrangement form to be completed upon the start of your employment. 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.
Job openings are posted for a minimum of 7 calendar days and may be removed from posting and filled any time after the original posting period has ended.
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.
For questions, contact Kay Shie kay-shie@uiowa.edu.
This is a regular, salaried position. Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans. Complete information regarding the full benefits package may be viewed at: Benefits | University Human Resources - The University of Iowa (uiowa.edu)
Classification Title: Admin Svc Coordinator
Classification Title: Admin Services Coordinator
Schedule: 75%-100% position
Schedule: Full-time
Work Modality Options: on-campus/Hybrid within Iowa negotiable
Pay Level: 2B
Organization: College of Public Health
Contact Name: Kay Shie
Contact Email: kay-shie@uiowa.edu
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