Admin Services Coordinator

UIOWA•Iowa City, IA

2d•Onsite

About The Position

The Diabetes Research Center is seeking an Administrative Services Coordinator to contribute to its success by providing administrative services through the coordination and support of operations and/or leading the organization by planning, directing, and evaluating operations. This is a 100% time position. Duties include supporting daily office, project, or program operations, coordinating specialized events, monitoring expenditures, and ensuring compliance with contract/grant requirements and policies. The role involves making decisions and exercising a moderate level of autonomy, managing schedules, correspondence, and travel arrangements for executives. Advanced knowledge of Microsoft Office and social media technology is required. The position will support the Director, Administrator, and DRC research faculty, manage research grants, and coordinate weekly seminars, luncheons, dinners, annual retreats, and other social events. Human Resources functions may include functional/administrative supervision of students and temporary staff, initiating HR transactions, and working with organizational HR to ensure guidelines are followed. Financial responsibilities include initiating purchasing requests and monitoring accounts/expenditures, reconciling TDRs and P-card transactions. Strategic planning assistance involves coordinating strategic plans and proofreading documentation. Information management includes serving as a primary contact for inquiries, gathering information, and managing the FOEDRC website and social media accounts. Communications management involves preparing correspondence, serving as a liaison to various stakeholders, and acting as the primary contact for building maintenance and facilities management.

Requirements

A Bachelor’s degree or an equivalent combination of education and experience is required.
Experience (1 year) supporting daily operations of an executive office, especially managing seminars and various social media outlets.
Excellent written and verbal communication skills and exceptional organizational skills.
Demonstrates proficiency in use of Microsoft Office applications including Word, Outlook, Power Point, Excel, web site application such as Ektron Web program (but EKtron is not required).
Experience navigating, managing and editing websites.
Ability to work effectively with a variety of individuals and groups in a constructive and civil manner while appreciating the unique contribution of individuals.

Nice To Haves

Event planning experience.
Handles matters diplomatically and with integrity, takes the initiative, and keen attention to detail.
Experience working in a research environment.
Ability to draft original memos and articles for websites and social media.
Experience reconciling monthly Transaction Detail Reports.
General knowledge of UI HR systems.

Responsibilities

Support the daily operations of an office, project or program, including coordination of specialized events and activities, monitoring appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures.
Make decisions and exercise a moderate level of autonomy while typically performing administrative support responsibilities for executives of an organization, including managing schedules, correspondence, and travel arrangements.
Support the daily operations of the office including knowledge and application of policies and procedures, and coordination of specialized events and activities.
Provide administrative/operational support with advanced knowledge of Microsoft Office and social media technology.
Make decisions and work autonomously while typically performing administrative support responsibilities.
Provide support for the Director, Administrator and DRC research faculty.
Provide administrative support for research grants.
Manage weekly seminars (visiting professors; itineraries; travel; hotels; honorariums; meals; advertising; etc.).
Arrange luncheons, dinners, annual retreat, research day and, other social events.
May provide functional and/or administrative supervision for students and temporary staff.
May initiate HR transactions at the request of others at the department/unit level.
May work with organizational Human Resources to ensure guidelines and rules are followed and to disseminate information.
May exercise knowledge of HR policies and procedures and provide guidance and advice to Director, Administrator, research faculty, and students.
Initiate purchasing requests for office supplies.
Monitor accounts/expenditures; reconcile monthly TDRs and P-card transactions.
Assist in the coordination of strategic plans in support of the Dean, Director, DEO or VP.
Proofread and edit related documentation.
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.
Manage FOEDRC website and social media accounts; includes writing content.
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.
Serve as primary contact for building maintenance and facilities management.
Answer office phones and provide information and responding to inquiries.