50-100% Admin Services Coordinator - Iowa City, United States - University of Iowa

Description

University of Iowa Health Care, Department of Internal Medicine is seeking an Administrative Services Coordinator for the Division of Pulmonary, Critical Care & Occupational Medicine to contribute to the success of the Welsh Lab by providing administrative services through the coordination and support of operations and/or lead the organization by planning, directing, and evaluating operations.

This position will support the daily operations of the lab, including coordination of specialized events and activities, appropriateness of expenditures and contract or grant requirements.

They will submit grant applications and forms for NIH and other government, non-profit, and private organizations.


Duties to include:

Operational Support and Management:

• Support the daily operations of the investigators and other research staff, including coordination of specialized events and activities, appropriateness of expenditures, contract or grant requirements, onboarding employees, setting up workflows and changes in policies and procedures.
• May require advanced knowledge and expertise in grant funded research to provide administrative/operational support and management.
• Perform document preparation assignments. Compose, proofread, research, and compile letters and/or special reports. Conduct library research. Review and edit written materials such as publications or manuscripts from draft form. Create documents from rough draft, format documents, proof, and verify documents for accuracy
• Submit grant applications and forms for NIH and other government, non-profit, and private organizations electronically using , Cayuse, and any other appropriate website or mechanism.
• Plan, schedule and coordinate business travel, arrange on and off campus meetings. Produce and distribute travel itineraries. Assist Investigator, laboratory staff, and visiting scholars with completing and submitting travel reimbursement and expense reports (i.e. TEVS).
• Create and maintain laboratory files; research files to locate information in a timely manner; resolve any discrepancies. Gather and research data to create reports as needed by laboratory staff.
• Prepare, review, proofread, and analyze reports using Excel and EndNote.
• Ensure correct format of bibliographic requirements for journal and grant submissions.
• Create tables, charts, and graphs for manuscripts and grants using software such as Excel, Word, and RFFlow. Edit, process, and handle scanned files using Adobe Photoshop and OCR software for optimal quality, picture, and usability.
• Maintain updated faculty biosketches and CVs, facilities and resources.
• Maintain divisional faculty ORCiD and Scopus accounts.
• Maintain and serve as pulmonary division contact for APR system.
• Maintain multiple office calendars. Schedule and coordinate meetings, activities of laboratory staff and visitors, conferences and special events. Coordinate activities between labs and other outside parties.
• Maintain, organize and order laboratory supplies and equipment. Liaise with appropriate departments to acquire supplies and equipment.

Human Resources (HR):

• May exercise knowledge of HR policies and procedures and provide basic guidance and advice.
• May provide functional and/or administrative supervision for students/temporary staff.

Financial Responsibility:

• May assist in the preparing, revising, renewing, or monitoring the applications, protocols, and budgets for animal research carried out in the laboratory. May be required to place orders and track numbers for animals needed in research.
• Initiate purchase requests for faculty within established budgets using procurement cards. Reconciles grant accounts and analyzes budgets to make recommendations on efficient spending.

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.
• Compose research and core center information regarding Material Transfer Agreements and Human Subjects forms.
• Collect, compile, and analyze records for research faculty bibliographic libraries. Conduct searches using databases such as those available on the Hardin Library websites and PubMed.
• Develop and maintain an electronic library of grant submissions and of specific sections of grant proposals, including research conceptual framework sections, database descriptions, statistical analysis descriptions, and institutional 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.
• Serve as the primary point of contact in the laboratories for the department and college and as a liaison with other institution departments, including the Safety Office, Parking Office, ID Cards, Library, Graduate Student Programs, host home department, Finance/Accounting, HR, etc.
• Maintain contact with funding agencies, journal editorial offices, Health Science Deans' offices, the department heads and Training Grant Directors.

Education Required:

• A Bachelor's degree in a health science field, business, or communication desired. Or an equivalent combination of education and experience is required.

Experience Requirements:

• Excellent written and verbal communication skills
• 6 months of related year of administrative experience
• Proficiency in computer software applications including Microsoft Word, Outlook, PowerPoint, Excel and PDF
• Ability to perform and prioritize a variety of tasks
• Excellent organizational, time management and decision-making skills
• Experience managing schedules including, setting up meetings and making modifications

Desirable Qualifications:

• Knowledge of UIHC policies and procedures gained from work or volunteer experience
• Demonstrate working proficiency in understanding of the issues related to the decision-making process; ability to analyze situations fully and accurately, and reach productive decisions with a moderate level of autonomy while multi-tasking
• Demonstrate a working proficiency and success in organizing and planning tasks, processing detailed information with a high level of accuracy and meeting deadlines

Application 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
• Cover Letter

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.

Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.

Up to 5 professional references will be requested at a later step in the recruitment process.

For additional questions, please contact Michaela-Additional Information

• Classification Title: Admin Services Coordinator
• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: On Campus

Compensation

Pay Level: 2B

Contact Information

• Organization: Healthcare
• Contact Name: Michaela Davis

* Contact Email: michaela-davis-