Job description
The Carver College of Medicine Department of Medicine/Anatomy & Cell Biology is seeking an Administrative Services Coordinator to provide administrative support to the Chair and Administrator of the department in the areas of Human Resources (Faculty, P&S, Merit and student HR), information management, and communications. The ASC is an essential and important part of the administrative office structure and will perform a wide range of tasks that require a high degree of independence, discretion, judgement, and confidentiality. Serve as initial contact between the admin offices and faculty/staff at Iowa and external constituents.
This position is eligible for a combination of on-campus and remote work. Remote work must be performed at a location within the state of Iowa and comply with the remote work program and related policies.
Key Areas of Responsibilities and Specific Job Tasks
Operational Support & Management
- Support the daily operations for the Department of Anatomy & Cell Biology. Including coordination of specialized events and activities (such as retreats and celebrations), monitoring personnel appointments, and changes in policies and procedures
- Arrange meetings, conferences, and appointments for the DEO with Deans, Directors, Dept. Chairs, faculty and admin staff
- Coordinate the daily work of the DEO, advising him of unfinished business, letters, deadlines, appointments, and phone calls
- Coordinate, attend, and compose minutes of departmental faculty meetings
- Coordinate candidate searches, including travel arrangements, itinerary preparation, senior staff and departmental preparation
- Advertise seminars in conjunction with ACB Graduate Student Program
Human Resources
- Exercise knowledge of HR policies and procedures; provide basic guidance and advice
- Initiate HR transactions at the request of the Department Administrator
- Coordinate faculty promotion and tenure process and annual performance review procedures for faculty with a high degree of autonomy
Financial/Facilities Responsibility
- Participate in departmental cash handling procedures
- Assist with yearend budget process and account closures
Information/Data Management
- Provide information and respond to inquiries. Involves the coordination of documents and data that require constant updating and revision in close collaboration with Department Administrator and DEO. This includes maintaining records for the departmental reviews, student and peer teaching reviews, and faculty initiatives
- Maintain faculty productivity spreadsheet, which includes identifying, compiling, and manipulating pertinent data from multiple sources (teaching hours, course directorship, publications, grants, service). Involves close collaboration with departmental Vice Chair of Education, DEO, and Faculty to ensure data integrity and confidentiality
Communications Management
- Share in managing communication for DEO by monitoring emails and confidential documents
- Act as liaison to faculty, staff, postdocs, students, alumni and public by prioritizing inquiries and providing basic policy interpretation
- Compose correspondence on behalf of the Chair of the department and the Departmental Administrator
- Coordinate and track departmental staff access to BSB and ACB Labs and health care accounts
Percent of Time: 100%
Pay Grade: 2B - https://hr.uiowa.edu/pay/pay-plans/professional-and-scientific-pay-structure-b
Benefits Highlights:
- Regular salaried position located in Iowa City, Iowa
- Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans
- For more information about Why Iowa?, click here
Required Qualifications:
- A Bachelor’s degree or an equivalent combination of education and experience
- Strong attention to detail and the ability to function autonomously Excellent written and verbal communication skills
- Demonstrated competency and experience using most Microsoft Office software, which can include Access, Excel, PowerPoint, Word & Outlook
Desired Qualifications:
- Six months to 1 year professional administrative/office experience
- Experience with coordinating and organizing of special events
- Knowledge of and experience with University of Iowa Policies and Procedures – specifically regarding Human Resources
Application Process: In order to be considered, applicants must upload a CV or resume (under submission relevant materials) that clearly address how they meet the listed required and desired qualifications of this position.
Job openings are posted for a minimum of 14 calendar days.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check. This position is not eligible for University sponsorship for employment authorization. Professional references will be requested at a later step in the recruitment process.
For additional details on this position please contact Anne Beyerink, anne-phillips@uiowa.edu.
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