Admin Services Coordinator - Marketing & Communications

University of Iowa; Iowa City (IA); Hybrid; USD 42,000 - 56,000; Full time

Job summary

University of Iowa is seeking an Administrative Support Coordinator in the Marketing and Communications team. The role provides admin and operational support across budgeting, HR, planning, information management, and daily department operations.

Hybrid work within Iowa is available; the position entails coordinating calendars, travel, meetings, data handling, reports, and communications with diverse campus partners. A strong focus on confidentiality and organization is required.

Qualifications

• Bachelor's Degree or an equivalent combination of education and experience.
• 1 year of related administrative support experience.
• 1 year of database management experience.
• Excellent oral, written and interpersonal communication skills.
• Proficiency in MS Word, Excel, PowerPoint and Outlook.
• Excellent organizational skills; familiarity with bookkeeping.
• Ability to work in a fast-paced environment with minimal supervision.
• Communications requiring confidentiality, attention to detail and strong writing/editing.
• Experience in a welcoming and respectful workplace environment.

Responsibilities

• Support daily operations of the Marketing and Communications office and division leads.
• Manage calendars, meetings, travel arrangements, and related logistics.
• Prepare travel itineraries and submit travel expenses for leaders and guests.
• Assist with events, data organization, and reports.
• Order and track office supplies; support department meetings and minutes.
• Provide basic support for office and production equipment and facilities.
• Assist with policy and procedure changes and department dashboards.
• Answer phones, triage inquiries, and liaise with faculty, staff, students, and partners.
• Contribute to budgeting, purchasing, accounts payable, and financial tracking.
• May supervise students or temporary staff as a backup ELMS controller.

Skills

Excellent communication

Interpersonal skills

Organization

Confidential communications

Fast-paced environment

Verbal writing/editing

Education

Bachelor's Degree or equivalent

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

Tableau (data tools)

Job description

Join UI Health Care's Marketing and Communications team as an Administrative Support Coordinator. The ASC coordinates the projects, people, and details for a highly collaborative team sharing the UI Health Care story. This role provides administrative and operational support in areas such as budgeting and finance, human resources, strategic planning, information management, and daily department operations. If you enjoy organization, problem-solving, and working with a variety of people and projects, this could be a great opportunity to grow your career.

This position is eligible for hybrid work 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.

Position Responsibilities

Operational Support & Management

• Serve as a member of the Marketing and Communications department administrative support team to support the daily operations of the office, providing general administrative support to the Marketing and Communications teams and division leads.
• Make decisions and exercise a high level of autonomy while typically performing administrative support/ management responsibilities for division leads, including managing schedules, correspondence, and travel arrangements.
• Manage calendars, schedule internal and external meetings, conference rooms, and virtual platforms.
• Schedule, organize, support business travel, create travel itineraries, and submit travel expenses for the division leads and/or special guests.
• Provide support for specific projects such as assisting with events, distributing communication, organizing data, and compiling reports.
• Order, track, and maintain office supplies for Marketing and Communications divisions.
• Attend departmental and division meetings, take minutes, and assist with follow-up as appropriate.
• Provide basic support/troubleshooting for general office and production equipment; order equipment as requested; help maintain Bizhub locations.
• Manage facility requests.
• Complete administrative tasks such as mailings and shipping materials.
• Support changes in policy and procedure
• Other duties as assigned.

Financial Responsibility

• Maintain knowledge and understanding of MarCom division expenses to meet fiscal year budgets.
• Work with the purchasing department and initiate payment and tracking of purchases and agreements.
• Monitor, track, initiate, and reconcile expenditures.
• Maintain knowledge, rules, and regulations of purchasing and accounts payable to assist in making sound financial decisions.
• Ensure compliance with all related policies and procedures.

Human Resources

• May approve routing of HR transactions.
• Serve as a backup ELMS controller.
• May provide functional and/or administrative supervision for students and temporary staff.

Strategic Planning

• Assist in the coordination/preparation of strategic plans in support of the department.
• Assist in the preparation of periodic and special department reports, possibly including dashboards.

Information Management

• Answer phones and triage calls; Serve as a liaison to faculty, staff, students, agency partners, alumni, community members, and referring providers concerning inquiries or complaints requiring follow-up.
• Help manage department data systems including project management tools, databases spreadsheets, and pull information from various organizational data tools such as Tableau. Collect and compile information to develop reports and various communications as required.

Communication Management

• Compose and manage communications requiring a high level of confidentiality and attention to detail.
• Maintain effective working relationships and serve as primary contact for select Marketing and Communication divisions.
• Respond/resolve email inquiries/requests.
• Maintain effective working relationships.

Required Qualifications

• Bachelor's Degree or an equivalent combination of education and experience
• 1 year of related administrative support experience
• 1 year of database management experience.
• Excellent oral, written and interpersonal communication skills
• Proficiency in computer software applications including MS Word, Excel, PowerPoint and Outlook
• Excellent organizational skills
• Knowledge of bookkeeping skills
• Ability to work in fast paced environment under minimal supervision
• Compose communications requiring a high level of confidentiality, attention to detail, excellent organizational skills and effective writing/editing, verbal, and interpersonal communication skills
• Demonstrated experience working effectively in a welcoming and respectful workplace environment.

Desired Qualifications

• 3+ years of related administrative support experience
• 3+ years of database management experience.
• Experience reviewing and managing financial data
• Experience creating financial formulas and PivotTables to analyze data in Excel
• Experience pulling, interpreting, analyzing, sorting, summarizing and sharing data is highly desired
• Administrative experience in an academic medical institution is highly desired
• Knowledge of University of Iowa and UI Health Care policies and procedures

This position is not eligible for University sponsorship for employment authorization now or in the future.

Additional Information

• Classification Title: Admin Services Coordinator
• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: Hybrid within Iowa

Compensation

• Pay Level: 2B

Contact Information

• Organization: Healthcare
• Contact Name: Sharon Walther
• Contact Email: [e-mail]