Admin Services Coordinator-Otolaryngology

The University of Iowa; Iowa City (IA); On-site; USD 40,000 - 55,000; Full time

Job summary

A leading university is seeking an Administrative Services Coordinator to provide comprehensive support to the Otolaryngology department. The role involves managing financial operations, coordinating events, and providing high-level administrative assistance. The ideal candidate will possess strong communication skills, attention to detail, and a collaborative spirit. This position requires a Bachelor's degree and relevant experience, with a focus on supporting faculty in a dynamic academic environment.

Benefits

Paid vacation

Sick leave

Health insurance options

Dental insurance options

Life and disability insurance options

Generous employer retirement contributions

Qualifications

• 6 months of related experience required.
• Demonstrated experience in healthcare or academic environments.

Responsibilities

• Provide high-level administrative support to faculty.
• Manage accounts payable and receivable.
• Coordinate specialized events and activities.

Skills

Communication

Customer Service

Attention to Detail

Education

Bachelor's degree

Tools

Microsoft Office Suite

FileMaker Pro

Adobe Photoshop

Dreamweaver

Job description

The Administrative Services Coordinator functions as administrative support to the department of Otolaryngology by providing administrative services through the coordination and support of operations.Coordinate conferences, perform invoicing, manage accounts payable, accounts receivable and create financial reports and arrange for repair of equipment.The Coordinator may be tasked with specific projects related to the work of the faculty they support and should be proficient with details, timelines, and meeting expectations. The Coordinator will support the corporate mission, vision, and values of the Department of Otolaryngology. Ability to be flexible and approach workload with collaboration and teamwork is essential. A high level of professionalism, confidentiality, independent judgment, and inclusion is necessary in this position.

KEY AREAS OF RESPONSIBILITY

Operational Support and Management:

Support daily operations including coordination of specialized events/conferences and activities, appropriateness of expenditures, contract or grant requirements and changes in policies and procedures.

Perform invoicing, manage accounts payable, accounts receivable and create financial reports.

Provide all aspects of high level, confidential, administrative support to faculty, which includes financial, strategic, personnel, and other highly sensitive information.

May require advanced knowledge and expertise in specific office, project, or program to provide administrative/ operational support and management.

Utilize Microsoft Office Word, Excel, PowerPoint, Access and Outlook,FileMaker Pro, Adobe Photoshop and webpage application Dreamweaver. Writing and update website for clinical diagnostic and research purposes and update as needed.

Make decisions and exercise a high level of autonomy while typically performing administrative support/ management responsibilities for executives of an organization (e.g., Deans, Directors, DEOs, VPs), including managing schedules, correspondence, and travel arrangements.

Human Resources (HR):

Initiate HR transactions at the request of others.

May exercise knowledge of HR policies and procedures and provide basic guidance and advice.

May serve as Unit Human Resources Representative for unit or department.

May provide functional and/or administrative supervision for students/temporary staff.

Initiate purchasing requests for supplies and equipment.

Strategic Planning:

May assist in the coordination/preparation of strategic plans in support of the Dean, Director, DEO or VP. Establish timelines, remind contributors, proof and edit.

Information Management:

Typically is the primary contact for the project, program, unit, department, or college/division by providing information and responding to inquiries. Gather and provide information using available resources.

Communications Management:

Prepare and administer correspondence. Serve as liaison to faculty, staff, students, alumni and public concerning inquiries or complaints requiring interpretation of policies, procedures and programs. May serve as primary contact for building maintenance and facilities management.

SUPERVISION RECEIVED

Supervision is received from the Division Director and Administrator.

SUPERVISION EXERCISED

Functional and administrative supervision is exercised over support staff.

Required Qualifications:

• A Bachelor's degree or an equivalent combination of education and experience is required.
• Excellent written and verbal communication skills are required.
• 6 months of related year experience is required.
• Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook) is required
• Superior written, verbal, and interpersonal communication skills are required
• Demonstrated experience in providing superior customer service in a healthcare or academic environment is required
• Demonstrated exceptional attention to detail, planning, and follow-up skills are required

Desirable Qualifications:

• 1-3 years’ experience in an administrative support role for hospital or academic faculty is desired
• Ability to initiate and take independent action while working as part of a team is desired
• Demonstrated independent thinking skills to develop alternative solutions and solve problems is desired
• Knowledge of University of Iowa Policies and Procedures is desired

Position and Application Details

Successful candidates will be subject to a criminal background check and education/credential verification.Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check. Up to 5 professional references will be requested at a later step in the recruitment process.

In order to be considered for an interview, applicants must upload the following documents and mark them as a “Relevant File” to the submission:

• Resume

Job openings are posted for a minimum of 14 calendar days and may be removed from posting and filled any time after the original posting period has ended.

For additional questions, please contact Lydia Messer at [e-mail]

Benefits Highlights

• Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans

Need help submitting an application or accepting an offer? Support is available!

Our Applicant Resource Center is now open in the Fountain Lobby at the Main Hospital.

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 .

My Profile

Create and manage profiles for future opportunities.

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