Admin Services Coordinator - CDD

University of Iowa; Iowa City (IA); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking an Administrative Services Coordinator to provide vital support for its programs and services. This role involves managing communications, coordinating events, and ensuring smooth operations within the organization. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to work independently while collaborating with various teams. This position offers an exciting opportunity to contribute to a mission-driven organization, where your efforts will directly impact the efficiency and effectiveness of vital services. Join a workplace that values professionalism and teamwork, and be part of a community dedicated to making a difference.

Qualifications

• 1+ years of relevant administrative experience supporting leaders.
• Ability to manage multiple projects and assess priorities.
• Experience in data collection, management, and reporting.

Responsibilities

• Provide comprehensive administrative support for CDD programs.
• Coordinate meetings and manage complex schedules.
• Oversee budget and account expenditures for clinical programs.

Skills

Organizational Skills

Communication Skills

Data Management

Project Management

Attention to Detail

Confidentiality

Education

Bachelor's Degree

Tools

Microsoft Office

Online Meeting Software

Job description

The Administrative Services Coordinator (ASC) provides comprehensive administrative support for CDD programs, services, and staff. This role facilitates efficient operations by managing communications, coordinating planning activities, and ensuring the timely flow of information between staff, internal departments, and external stakeholders. The ASC serves as a key liaison for internal and external resources, compiling and preparing reports, overseeing the dissemination of information, and coordinating special events.

Additionally, the ASC may be assigned specific projects aligned with staff and program needs, requiring strong attention to detail, adherence to timelines, and the ability to meet expectations. This position demands flexibility, collaboration, and teamwork, as well as a high level of professionalism, confidentiality, and independent judgment.

The ASC supports CDD's mission, vision, and values and operates under the supervision of the CDD Administrator and Assistant Administrator.

• Collect, manage and analyze data.Use data to create periodic, annual and custom reports including monthly scorecards, quarterly performance improvement, operations data, and patient statistics.
• Organize and facilitate complex and confidential meetings, including preparing agendas, assembling and distributing data and materials, arranging for physical location and managing remote meeting capabilities.
• Provide administrative support for CDD Administrator and Assistant Administrator, including managing complex schedules and calendars requiring discretion of scheduling and accepting meeting requests. Manages correspondence, meetings arrangements and confidential information and reports.
• Reviews and approves ELMS time and attendance reports and other human resources transactions.
• Compose correspondence, meeting minutes and reports requiring independent judgement and in-depth knowledge of CDD programs.
• Coordinate processes for editing and updating CDD documents, publications and signage.
• Serve as liaison and primary contact for CDD Administrator and Assistant Administrator. Responds to inquiries and concerns and follows through on resolutions, provides information to internal and external audiences, interprets policies, procedures and programs guidelines. Serves as first point of contact for visitors to department.
• Serve as a member of internal committees as directed, including Clinical Services Management Committee, Operations Council, Reunification Center Team, and Patient Grievance / Complaint Committee. Prepare agendas, handouts, meeting minutes. Provides data and information for presentations.
• Oversees CDD purchasing transactions and reconciles procurement card monthly. Processes workflow functions for electronic transaction routing for e-vouchers, preqs and travel vouchers.
• Monitor budget and account expenditures for clinical programs, building expenses, and special events.
• Serve as liaison for CDD to internal and external groups to coordinate building needs relating to equipment purchases, equipment inventories, surplus, building remodeling and office moves.
• Provide operations management for CDD Administrative processes including strategic planning, processes for building and program operations and coordinating recruitment process.
• Oversee review and updates of CDD’s policies and procedures and hazardous materials communication materials. Provide assistance and support in development and implementing new policies and procedures.
• Coordinate updates and revision to the CDD Intranet include documents, staff directory and staff permissions.
• Provide assistance for onboarding of new staff members by updating CDD mailing lists and CDD Intranet.
• Collect and report on staff activities for annual UIHC Community Benefits report to Iowa Hospital Association.
• Manage CDD’s Service Recovery and Emergency Funds processes, including training, reconciling monthly, and ensuring compliance to cash handling procedures.
• Bachelor’s degree or an equivalent combination of education and experience.
• 1+ years of recent and relevant administrative experience supporting organizational or departmental leaders.
• Experience providing administrative support, including coordinating day-to-day operations.
• Experience working independently to manage multiple projects and programs at a time. Ability to assess priorities and set/achieve goals.
• Strong organizational skills, including managing multiple projects and adhering to deadlines.
• Excellent written and verbal communication skills.
• Demonstrated competence to independently draft correspondence at an executive level. Ability to collaborate and communicate professionally to a variety of audiences.
• Professional job-related experience fostering or promoting a welcoming and respectful work environment.
• Experience with data collection, management, and reporting processes.
• Experience working in a position requiring high confidentiality and customer service.
• Excellent verbal communication skills, including demonstrating positive interpersonal skills and participating in a team and workgroup.
• Strong interpersonal skills and the ability to work effectively with various constituencies in a varied community.
• Proficiency in using Microsoft Office Programs, including Outlook, PowerPoint, Word, and Excel.
• Strong attention to detail and the ability to meet tight deadlines in complex and sensitive situations.
• Availability and flexibility to work outside of regular business hours as needed.
• Ability to meet the UI Fleet Safety Program driving standards (UI Operations Manual Part V, Chapter 19).

Desired Qualifications:

• 1 to 3 years of experience providing administrative support for a program that includes managing day to day operations and providing support to an administrator/manager or similar position.
• Experience using UI travel, purchasing and payment workflow processes.
• Experience supporting grant writing processes and submitting grant applications to state and federal funding agencies.
• Experience planning and/or organizing meetings and group events.
• Experience using online meeting software similar to Go To Meeting or Go To Webinar.
• Experience working for a healthcare or public health program.
• Experience working in a position that demonstrates knowledge of services and supports needed by child and families of children with special health care needs and/or serious emotional disorders.
• Knowledge of UI and UIHC policies, procedures and regulations.

Position and Application Details:

In order to be considered for an interview, applicants must upload the following documents and mark them as required to the submission:

• Resume

Job openings are posted for a minimum of 14 calendar days. This job may be removed from posting and filled any time after the minimum 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.Please contact [e-mail] with any questions.

Additional Information

• Appointment Type: Professional and Scientific
• Schedule: Full-time

Compensation

Contact Information

Equal opportunity/affirmative action employer

The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, gender identity, or associational preferences.

Persons with disabilities who need assistance or accommodations with the application or interview process may contact University Human Resources/Faculty and Staff Disability Services, [phone] or [e-mail] . For jobs in UI Health care, please contact UI Health care Leave & Disability Administration at 319-356-7543 .

Previous Job Searches

My Profile

Create and manage profiles for future opportunities.

Contact us to learn more about how to qualify for Veteran's Preference.