Admin Services Coordinator - Finance

UIOWA•Iowa City, IA

12h

About The Position

The Administrative Services Coordinator provides operational, administrative, and project support for the Finance and Accounting team. This position manages daily workflow, coordinates communications, supports information gathering, and ensures efficient execution of projects, meetings, and financial or HR-related activities. The role requires exceptional organizational skills, professionalism, and the ability to exercise moderate autonomy while supporting directors, managers, and staff across finance and accounting.

Requirements

Bachelor’s degree or equivalent combination of education and administrative/project experience.
1 year of administrative or project support experience in a fast-paced, high-volume environment.
Experience managing confidential information and supporting daily office or departmental operations.
Demonstrated excellence in written and verbal communication; ability to communicate respectfully.
Proficiency with Microsoft Office Suite.
Ability to collect, analyze, and interpret information with strong attention to detail.

Nice To Haves

3 years of administrative or project support experience in a fast-paced, high-volume environment.
Knowledge of UI Health Care policy and procedures.
Experience supervising or providing functional guidance to staff.
Experience with UI Financial Systems, such as p-req, APPO, pro-trav.

Responsibilities

Coordinate daily operations for the finance leadership team, ensuring efficient workflow and timely execution of work assignments.
Provide high-level administrative support including Outlook scheduling, meeting preparation, drafting correspondence, and maintaining shared drive documentation.
Prepare project updates, executive summaries, presentations, and meeting materials.
Review existing processes and develop recommendations to improve operational efficiency and workflow.
Manage mail distribution and serve as the primary operational contact for designated areas.
Initiate purchasing requests for supplies/equipment and serve as a liaison for budget-related transactions.
Monitor accounts and expenditures and reconcile financial statements.
Prepare and assemble operational and financial data for reporting, presentations, and leadership decision-making.
Provide administrative support for recruitment activities including applicant review, interview scheduling, and preparation of interview materials.
May provide functional guidance or administrative supervision to student employees or temporary staff.
Serve as a primary bi-weekly ELMS approver for staff.
May provide functional and/or administrative supervision of staff.
Serve as the primary contact for internal and external inquiries related to assigned programs, projects, or operations.
Gather information from multiple data sources (ELMS, Epic, spreadsheets, reports) to support leadership reporting needs.
Prepare and distribute correspondence, communications, and updates on behalf of Finance leaders.
Ensure clear, professional, service-oriented communication aligned with UI Health Care customer service expectations.
Assist in coordinating strategic initiatives and project plans that support Finance goals.
Proofread and edit documents related to planning, regulatory requirements, performance monitoring, and process improvements.
Support leadership by organizing project workflows, monitoring progress, and assisting with follow-up actions.
Serve as a liaison between Finance and Accounting, PFS leadership, UI Health Care teams, the Carver College of Medicine, and external partners on project-specific matters.