Admin Services Coordinator

UIOWA•Iowa City, IA

About The Position

The Office of Student Affairs and Curriculum (OSAC) is seeking an Administrative Services Coordinator to c oordinator to support the daily operations of the Medical Student Counseling Center within the Office of Student Affairs and Curriculum ; respond to inquiries and requests related to all Center programs and services; participate in triage process to schedule student appointments; assist with coordinating programs, activities and events of the Counseling Center; compose correspondence and specialized reports as needed. It is important to abide by applicable legal requirements and ethical guidelines related to client confidentiality at all times. The Office of Student Affairs and Curriculum (OSAC) is the group of 35 professionals that most directly facilitates the activities of medical students at the Carver College of Medicine. The mission is to provide an environment of scholarship and humanism in which our students can become the well-rounded physicians of tomorrow, fully prepared to enter into their professional lives focused on the well-being of their patients and communities. OSAC consists of 10 units, each focused on an aspect of student life. Among our duties are the selection of students that will thrive in this academic environment; to facilitate the delivery of a medical curriculum that provides the best didactic and practical learning experiences possible; to provide opportunities for students to experience the world through research, service, travel, and the humanities; and to support students throughout the learning process.

Requirements

A bachelor's degree or an equivalent combination of education and experience is required.
Excellent written and verbal communication skills are required.
Administrative experience in an office or healthcare setting.
Enjoy working with students.
Experience with Microsoft productions including Outlook, Word, PowerPoint, and Excel.
Ability to maintain confidentiality in the handling of unit tasks.
Ability to make decisions requiring interpretation and judgment.
Ability to gather, analyze and display data in appropriate formats and to keep accurate records.
Ability to organize and prioritize multiple tasks.

Nice To Haves

Experience using University of Iowa workflow system, including payroll and human resource processes.
Experience with student services or related experience in a university setting.
Ability to work with a variety of individuals and groups in a constructive and civil manner while appreciating the contribution of others.
Experience using HIPAA-compliant Electronic Medical Record (EMR) software, such as Titanium or EPIC.

Responsibilities

Operational Support and Management: Support the daily operations of an office, project or program, including coordination of specialized events and activities, appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures.
Make decisions and exercise a high level of autonomy while typically performing administrative support/ management responsibilities for executives of an organization (e.g., Deans, Directors, DEOs, VPs), including managing schedules, correspondence, and travel arrangements.
Coordinate activities of the Medical Student Counseling Center (MSCC) within the Office of Student Affairs and Curriculum, including scheduling, greeting students/clients, answering and directing phone calls, making travel arrangements, composing/drafting correspondence and other assistance as required.
Provide administrative support for the student disability accommodations process.
Human Resources (HR): May provide functional and/or administrative supervision for students and temporary staff.
May Initiate HR transactions at the request of others. 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 basic guidance and advice. May serve as Unit Human Resources Representative for unit or department.
Financial Responsibility: Initiate purchasing requests for supplies and equipment. Monitor accounts/expenditures; reconcile statements. Analyze unit budget/expenses to prepare annual budget requests/projection. Keep track of departmental financial information.
Strategic Planning: May assist in the coordination/preparation of strategic plans in support of the Dean, Director, DEO or VP. Establish timelines, remind contributors, proof and edit. Proofread and edit related documentation. Create needs assessment and program evaluation surveys as requested for the Counseling Center.
Information Management: 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. Design and implement data collection forms within electronic medical record (Titanium).
Communications Management: 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. May serve as primary contact for building maintenance and facilities management. Coordinate activities/arrangements and develop publicity for programs, workshops and other events coordinated by the Medical Student Counseling Center.