Admin Services Coordinator - Marketing & Communications

UIOWA•Iowa City, IA

8d•Hybrid

About The Position

Join UI Health Care’s Marketing and Communications team as an Administrative Support Coordinator. The ASC coordinates the projects, people, and details for a highly collaborative team sharing the UI Health Care story. This role provides administrative and operational support in areas such as budgeting and finance, human resources, strategic planning, information management, and daily department operations. If you enjoy organization, problem-solving, and working with a variety of people and projects, this could be a great opportunity to grow your career. This position is eligible for hybrid work within Iowa and will require a work arrangement form to be completed upon the start of your employment. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program and related policies and employee travel policy when working at a remote location.

Requirements

Bachelor’s Degree or an equivalent combination of education and experience
1 year of related administrative support experience
1 year of database management experience.
Excellent oral, written and interpersonal communication skills
Proficiency in computer software applications including MS Word, Excel, PowerPoint and Outlook
Excellent organizational skills
Knowledge of bookkeeping skills
Ability to work in fast paced environment under minimal supervision
Compose communications requiring a high level of confidentiality, attention to detail, excellent organizational skills and effective writing/editing, verbal, and interpersonal communication skills
Demonstrated experience working effectively in a welcoming and respectful workplace environment.

Nice To Haves

3+ years of related administrative support experience
3+ years of database management experience.
Experience reviewing and managing financial data
Experience creating financial formulas and PivotTables to analyze data in Excel
Experience pulling, interpreting, analyzing, sorting, summarizing and sharing data is highly desired
Administrative experience in an academic medical institution is highly desired
Knowledge of University of Iowa and UI Health Care policies and procedures

Responsibilities

Serve as a member of the Marketing and Communications department administrative support team to support the daily operations of the office, providing general administrative support to the Marketing and Communications teams and division leads.
Make decisions and exercise a high level of autonomy while typically performing administrative support/ management responsibilities for division leads, including managing schedules, correspondence, and travel arrangements.
Manage calendars, schedule internal and external meetings, conference rooms, and virtual platforms.
Schedule, organize, support business travel, create travel itineraries, and submit travel expenses for the division leads and/or special guests.
Provide support for specific projects such as assisting with events, distributing communication, organizing data, and compiling reports.
Order, track, and maintain office supplies for Marketing and Communications divisions.
Attend departmental and division meetings, take minutes, and assist with follow-up as appropriate.
Provide basic support/troubleshooting for general office and production equipment; order equipment as requested; help maintain Bizhub locations.
Manage facility requests.
Complete administrative tasks such as mailings and shipping materials.
Support changes in policy and procedure.
Other duties as assigned.
Maintain knowledge and understanding of MarCom division expenses to meet fiscal year budgets.
Work with the purchasing department and initiate payment and tracking of purchases and agreements.
Monitor, track, initiate, and reconcile expenditures.
Maintain knowledge, rules, and regulations of purchasing and accounts payable to assist in making sound financial decisions.
Ensure compliance with all related policies and procedures.
May approve routing of HR transactions.
Serve as a backup ELMS controller.
May provide functional and/or administrative supervision for students and temporary staff.
Assist in the coordination/preparation of strategic plans in support of the department.
Assist in the preparation of periodic and special department reports, possibly including dashboards.
Answer phones and triage calls; Serve as a liaison to faculty, staff, students, agency partners, alumni, community members, and referring providers concerning inquiries or complaints requiring follow-up.
Help manage department data systems including project management tools, databases spreadsheets, and pull information from various organizational data tools such as Tableau.
Collect and compile information to develop reports and various communications as required.
Compose and manage communications requiring a high level of confidentiality and attention to detail.
Maintain effective working relationships and serve as primary contact for select Marketing and Communication divisions.
Respond/resolve email inquiries/requests.
Maintain effective working relationships.