Admin Services Coordinator - Support Services Building – Front Desk Reception

Socket.dev; Iowa (LA); On-site; USD 38,000 - 50,000; Full time

Job summary

The University of Iowa Health Care HCIS department seeks an Administrative Services Coordinator to be the primary contact for staff and visitors, supporting a wide range of building operations and enforcing policies with strong communication and organizational skills.

Key duties include coordinating travel, events, security and access controls, maintaining records, assisting in project work, and providing data-driven input to improve facilities while ensuring safety and compliance.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 6 months to 1 year of administrative/customer service experience in a complex setting.
• Outstanding communication and organizational skills with a collaborative mindset.
• Experience with MS Office and online systems in a complex organization.

Responsibilities

• Serves as the primary point of contact for staff, customers, and visitors.
• Supports building operations and enforces policies and procedures.
• Assists in travel, events, and coordination of projects.
• Monitors security access and maintains documentation of incidents.
• Provides updates to onsite management and supports data analysis for decisions.

Skills

Customer service

Communication skills

Organizational skills

Teamwork

Decision making

Policy enforcement

MS Office

Data entry

Travel coordination

Access control systems

Education

Bachelor's degree

Tools

MS Office Suite

Job description

Position Summary:

Iowa Health Care department of Health Care Information Services is seeking an Administrative Services Coordinator. Primary duties include providing exemplary customer service as the primary point of contact for all building staff and visitors, supporting a wide variety of building operations, enforcing established policies, responding to all inquiries in a polite and timely manner. This position requires excellent communication skills to respond appropriately and interact positively with staff and visitors, while also demonstrating flexibility and the ability to prioritize assigned tasks.

Position Responsibilities:

• Serves as the primary point of contact for HSSB staff/customer/visitor support.
• Interacts with customers and vendor support staff to resolve routine problems.
• Responds and resolves requests for information, services, and complaints.
• Assists in the support of building services.
• Assists in the coordination of special events.
• Identifies service delivery issues and communicates/coordinates resolution.
• Assists in the coordination of small and large-scale project work in coordination with departmental leadership.
• Provides input/suggestions regarding policies and procedures to improve building services.
• Understands and ensures adherence to environmental health and safety requirements.
• Works with facilities-related reports and follows record-keeping requirements.
• Provides regular updates and feedback to onsite management.
• Provides input and suggestions to HSSB Facility Coordinator on facility improvements and enhancements.
• Participates in projects to gather and analyze data to support decision making.
• Monitors facility access and security control systems for compliance with building security processes and procedures.
• Assists in implementing procedures to prevent unauthorized access to restricted facilities.
• Monitors facility access badges in accordance with building policies.
• Creates and maintains documentation of security breaches, property damage, and other potential or actual threats.
• Serves as primary point of contact for departmental travel needs, including air and ground transportation, and hotel reservations for a departmental staff.
• Coordinates and communicates effectively with travelers to ensure successful travel results.
• Monitors travel expenses and reconciles statements.

HCIS services University of Iowa Health Care by providing comprehensive, high-level support for patient care delivery, internal and external communication, technology innovation, medical education, and research. Creating and maintaining a positive, productive, and rewarding environment for information technology and communication staff

Pay Grade:

2B https://hr.uiowa.edu/pay/pay-plans/professional-and-scientific-pay-structure

University of Iowa offers a generous benefits package, including 24 days paid vacation per year to start and paid sick leave. Complete information regarding the full benefits package may be viewed at https://hr.uiowa.edu/benefits

Percent of Time:

100%25

Location:

3281 Ridgeway Drive, Coralville, Iowa

Staff Type:

Professional & Scientific

Type of Position:

Regular

Education Required

Bachelor's degree or an equivalent combination of education and experience.

Experience Requirements

• 6 months to 1 year of administrative / customer service experience in a complex and/or high-profile organization.
• Outstanding communication skills; written and verbal.
• Demonstrated organizational skills with proven success working collaboratively in a team setting.
• Ability to work effectively and make decisions in ambiguous and complex situations with minimal supervision.
• Experience assisting in the implementation and enforcement of policies and procedures.
• Experience with MS Office Suite products and interest and ability to quickly learn new software and business tools.
• Experience working with online systems and tools in a complex organizational environment.

Desired Qualifications

• Experience coordinating travel itinerary and maintaining records.
• Experience monitoring/maintaining electronic systems such as identification card systems, passes, permits, access control systems, facility directories used by an organization.
• Knowledge of University policies, procedures, operations.

To be considered, applicants must upload a resume(under submission relevant materials) that clearly addresses how they meet the listed required and desired qualifications of this position. A cover letter is desired as part of the application process. 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.

This position is not eligible for University sponsorship for employment authorization.

For additional questions contact TJ Walters [e-mail]