Admin Services Coordinator - ICTS - Implementation Science Center

UIOWA • Iowa City, IA

35d • Hybrid

About The Position

The Institute for Clinical and Translational Science (ICTS) is seeking an Administrative Services Coordinator that will be an integral member of the research team in the ICTS – Implementation Science Center (ISC). This position will provide administrative support to the ISC by performing activities which are vitally important to its mission, as well as to grow and foster innovation through research support endeavors. Duties to include but not limited to: · Serve as the first point of contact for the ISC including reviewing, resolving, and responding to requests for information, data, services, and complaints. · Respond to and triage phone calls, emails, and other sources of inquiries for the ISC. · Assist ISC in disseminating information about guest speakers, workshops, lecture series, education and funding opportunities, and any other mass email for staff, faculty and students. · Serve as the first point of contact for the ISC including reviewing, resolving and responding to requests for information, data, services and complaints. Apply independent judgement with respect to communications and confidentiality. · Assist with planning, developing, coordinating and implementing projects, programs and/or activities for the ISC. · Plan and coordinate ISC events such as workshops and conferences and provide on-sight direction and support. Collect and maintain information and documentation related to events (i.e. attendees, CME credits). · Coordinate ISC travel arrangements and ensure appropriate use of funds per policy or protocol. This includes registering for conferences, making hotel and flight reservations, collecting receipts and initiating travel expense vouchers into workflow. · Assist in monitoring monthly expenditures and make appropriate purchases/reconciliations including investigating and resolving discrepancies in a timely manner. Research, review, and initiate purchase of equipment and/or supplies for the ISC as directed. · Assist in the development and implementation of the ISC strategic plan (short and long term) in collaboration with ISC leadership. Work with designated leaders to help ensure progress and directions. Oversee rollout/distribution and communication efforts. For a full job description, please send an e-mail to the contact listed below. About ICTS: The Institute for Clinical and Translational Science (ICTS) at the University of Iowa was approved by the Iowa Board of Regents in 2007 to support the work of investigators involved in clinical and translational science. Our mission is to accelerate translational science through programs to develop the translational workforce, to promote engagement of community members and other stakeholders, to promote research integration across the lifespan, and to catalyze innovative clinical and translational research. These efforts will lead to the development of novel therapies and healthcare delivery strategies, the integration of translational research and clinical practice, and, ultimately to measurable improvements in the health of Iowa and the nation.

Requirements

• A Bachelor’s degree or an equivalent combination of education and experience is required.
• Minimum of 6 months of related administrative experience in an office setting.
• Demonstrated experience providing excellent customer service and public contact skills.
• Proficient in the ability to use Microsoft Office software applications (e.g., calendaring, word processing, e-mail, database, presentation software and spreadsheets).
• Excellent written, verbal and interpersonal communication skills.
• Demonstrated experience in the ability to plan, organize and execute events.

Nice To Haves

• 2-3 years of related administrative experience.
• Basic knowledge of University policies, procedures, and regulations.
• Working experience with University electronic processing systems.
• Familiarity of the clinical research process.

Responsibilities

• Serve as the first point of contact for the ISC including reviewing, resolving, and responding to requests for information, data, services, and complaints.
• Respond to and triage phone calls, emails, and other sources of inquiries for the ISC.
• Assist ISC in disseminating information about guest speakers, workshops, lecture series, education and funding opportunities, and any other mass email for staff, faculty and students.
• Serve as the first point of contact for the ISC including reviewing, resolving and responding to requests for information, data, services and complaints. Apply independent judgement with respect to communications and confidentiality.
• Assist with planning, developing, coordinating and implementing projects, programs and/or activities for the ISC.
• Plan and coordinate ISC events such as workshops and conferences and provide on-sight direction and support. Collect and maintain information and documentation related to events (i.e. attendees, CME credits).
• Coordinate ISC travel arrangements and ensure appropriate use of funds per policy or protocol. This includes registering for conferences, making hotel and flight reservations, collecting receipts and initiating travel expense vouchers into workflow.
• Assist in monitoring monthly expenditures and make appropriate purchases/reconciliations including investigating and resolving discrepancies in a timely manner. Research, review, and initiate purchase of equipment and/or supplies for the ISC as directed.
• Assist in the development and implementation of the ISC strategic plan (short and long term) in collaboration with ISC leadership. Work with designated leaders to help ensure progress and directions. Oversee rollout/distribution and communication efforts.

Benefits

• Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans
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What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees