Admin Services Coordinator - Marketing & Communications

The University of Iowa; Iowa City, Northern (IA, KY); Hybrid; USD 42,000 - 62,000; Full time

Job summary

The University of Iowa is seeking an Administrative Services Coordinator in Marketing and Communications to provide administrative and operational support across budgeting, HR, and information management. You will manage calendars, travel, meetings, and travel expenses for division leads while assisting with events, reports, and data organization.

This hybrid role within Iowa offers opportunities to work with faculty, staff, and leadership, requiring strong communication, organization, and

Qualifications

• Bachelor’s degree or equivalent required.
• 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.
• Knowledge of bookkeeping and financial data.
• Ability to work in a fast-paced environment with minimal supervision.
• 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 in Excel.
• Experience pulling and analyzing data from multiple sources.
• Academic medical institution experience preferred.
• Knowledge of UI Health Care policies and procedures.

Responsibilities

• Coordinate projects, people, and details for a collaborative team.
• Provide administrative and operational support in budgeting, HR, planning, and information management.
• Manage calendars, meetings, travel arrangements, and correspondence for division leads.
• Assist with events, reports, and data organization.
• Maintain office supplies and manage facilities requests.
• Attend meetings, take minutes, and follow-up as needed.
• Troubleshoot general office equipment and support Bizhub locations.
• Ensure compliance with policies and procedures.

Skills

Administrative support

Communication skills

Organizational skills

Confidentiality

Data analysis

Education

Bachelor’s Degree or equivalent

Tools

MS Word

Excel

PowerPoint

Outlook

Tableau

Job description

Admin Services Coordinator - Marketing & Communications

Join UI Health Care’s Marketing and Communicationsteam 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.

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.

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.

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

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

• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: Hybrid within Iowa

Compensation

Contact Information

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

Equal opportunity employer

The University of Iowa is an equal opportunity 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, 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 .