Admin Services Coordinator - Psychiatry - UI ARC

UIOWA•Iowa City, IA

23d

About The Position

The Department of Psychiatry at the University of Iowa Health Care is seeking an Administrative Services Coordinator to provide support for the daily operations of the Addiction and Recovery Collaborative Division. This position requires a high degree of independence, discretion, judgment, and confidentiality and will perform a wide range of tasks such as coordinating schedules, travel, specialized events, conferences, and activities. This position will also be responsible for helping to manage the daily, weekly, monthly schedules of the division’s Director and Associate Program Directors. Characteristic Duties and Responsibilities Serve as the primary point of contact and receptionist for the ARC division, responding to general inquiries, facilitating communication with internal and external stakeholders, addressing concerns, and referring issues as appropriate. Draft, edit, proofread, and distribute confidential correspondence. Manage incoming and outgoing mail. Coordinate and support day-to-day operations, projects, and initiatives of the grant-funded UI ARC program. Compile data and documentation for reports, internal tracking, audits, and program monitoring as directed by ARC leadership and managers. Manage calendars and schedules, prioritizing appointments, assessing meeting requirements, and maintaining calendar accuracy. Arrange travel logistics including flights, accommodations, transportation, and event registrations for directors, recruits, guests, and speakers. Collect and disseminate information to stakeholders and constituents, both internal and external. Assist in planning and executing special program events, including venue coordination and logistical support. Prepare meeting agendas, compile materials, record and edit minutes, and provide administrative support during meetings and related activities. Compile data for reports, maintain organized filing systems, order supplies, and draft correspondence. Maintain organized electronic and paper filing systems related to research and program activities. Initiate and process research- and program-related forms and documents such as vouchers, purchase orders, procurement card transactions, and reimbursements. Assist with tracking expenditures and supporting documentation in accordance with University and sponsor requirements. Collaborate with team members to contribute ideas and identify opportunities for improving programs, processes, and protocols. Foster and maintain effective working relationships with staff, students, faculty, and the public. Perform additional duties as assigned.

Requirements

Bachelor’s degree in business administration, Computer Science, or a related medical or data field; or an equivalent combination of education and experience.
Minimum of one year of administrative experience.
Proven accuracy and attention to detail in managing complex projects.
Extensive experience and proficiency with computer software applications, including Microsoft Office Suite, and Adobe Acrobat.
Demonstrated ability to work effectively in a collaborative team environment.
Strong ability to work independently, set priorities, and manage workload efficiently.
Excellent written and verbal communication skills, with the ability to compose clear, concise, and grammatically correct documents.
High level of organizational skills and attention to detail, contributing to a positive experience for faculty, staff, visitors, and patients.
Ability to manage multiple concurrent projects, groups, and activities, with sound judgment in prioritization and time management.

Nice To Haves

Previous experience in an academic healthcare center, hospital, or other medical setting.
Experience with database management and REDCap.
Familiarity with University of Iowa policies and procedures.
Familiarity with University of Iowa procurement and purchasing policies and procedures.
Exceptional organizational skills and demonstrated ability to multitask effectively.

Responsibilities

Serve as the primary point of contact and receptionist for the ARC division, responding to general inquiries, facilitating communication with internal and external stakeholders, addressing concerns, and referring issues as appropriate.
Draft, edit, proofread, and distribute confidential correspondence. Manage incoming and outgoing mail.
Coordinate and support day-to-day operations, projects, and initiatives of the grant-funded UI ARC program.
Compile data and documentation for reports, internal tracking, audits, and program monitoring as directed by ARC leadership and managers.
Manage calendars and schedules, prioritizing appointments, assessing meeting requirements, and maintaining calendar accuracy.
Arrange travel logistics including flights, accommodations, transportation, and event registrations for directors, recruits, guests, and speakers.
Collect and disseminate information to stakeholders and constituents, both internal and external.
Assist in planning and executing special program events, including venue coordination and logistical support.
Prepare meeting agendas, compile materials, record and edit minutes, and provide administrative support during meetings and related activities.
Compile data for reports, maintain organized filing systems, order supplies, and draft correspondence.
Maintain organized electronic and paper filing systems related to research and program activities.
Initiate and process research- and program-related forms and documents such as vouchers, purchase orders, procurement card transactions, and reimbursements.
Assist with tracking expenditures and supporting documentation in accordance with University and sponsor requirements.
Collaborate with team members to contribute ideas and identify opportunities for improving programs, processes, and protocols.
Foster and maintain effective working relationships with staff, students, faculty, and the public.
Perform additional duties as assigned.