Admin Services Coordinator

UIOWA•Iowa City, IA

2d•Hybrid

About The Position

The Rural Policy Research Institute (RUPRI), RUPRI Center for Rural Health Policy Analysis and Rural Health Value is looking for a 75%-100% candidate to contribute towards its success. Performs work involving recurring contact with administrators and executives, Research Center Directors, the Director/CEO, HMP Faculty, and other public and private officials. Exercises a high level of discretion in obtaining and providing factual and confidential information requiring knowledge of both the assigned and related work areas and institutional operations. Hybrid work arrangement negotiable. Operational Support and Management: Support the daily operations of the Rural Policy Research Institute (RUPRI), 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 the Director of RUPRI including managing schedules, correspondence, and travel arrangements. Manage complex schedule for high-level research director requiring discretion of calendar activities and prioritization of appointments. Maintain files including CVs, publications and research documents, RUPRI completed projects (briefs and papers), research email distribution lists Initiate standard forms and documents such as purchasing, accounts payable, travel requests, travel expense vouchers and affirmative action forms. Prepare travel reimbursements and maintain files regarding travel. Assist RUPRI Director with meeting deadlines to conference and invited speaking engagements by tracking due dates, corresponding with conference coordinators, making sure all travel arrangements are made, preparing and sending presentations, bios, photos, completing online registrations and preparing expense reports for reimbursement to outside organizations. Log all travel expenses for tracking of reimbursement and maintain contact information for follow up. Send new project announcement out via Dispatch, Facebook and LinkedIn. Send new products and presentations completed by the RUPRI Center, RUPRI.org and Rural Health Value to post on websites. Financial Responsibility: Initiate purchasing requests for speakers and off-campus events. Monitor accounts/expenditures; reconcile statements. Participate in budget preparation including calculation of projected costs and expenses necessary for grant proposals or other related financial accounts. Event planning, requires knowledge of contracts with hotel meeting sites, working with UI purchasing and USS CPH accountants. Setup trips in workflow prior to travel. Process travel reimbursements and honorariums Pcard – reconcile monthly (sending all receipts to USS CPH) Memberships and conference registrations Schedule monthly budget meetings Information Management: Serve as primary contact for the Director of RUPRI by providing information and responding to inquiries. Gather and provide information using available resources. Assist with collecting and compiling data for reports including budget preparation for grants and/or contracts; prepare biosketches. Knowledge of ORCID and NIH biosketches. Determine format and presentation style based on instructions from funding agency and arrange for processing and forwarding to funding agency by deadline. Assist in developing and preparing documents related to requests from the funders. Communications Management: Prepare and administer correspondence. Serve as liaison to faculty, staff, students, and public concerning inquires or complaints requiring interpretation of policies, procedures and programs. Arrange for meetings and conferences on campus and off campus meetings and panel sections related to the Rural Policy Research Institute (RUPRI). Includes working with faculty, staff, administrators, public and private officials. Gather and synthesize data, help prepare the agenda, coordinate calendars of multiple participants, arrange for promotional materials, process honoraria and reimbursements, make all the site arrangements, review contracts, etc. Maintain contact information for disseminating RUPRI products. Print briefs and maintain files with hard copies; email announcements of new briefs; update website with power point presentations and policy briefs. Maintain product log of completed RUPRI briefs for quarterly reports; also maintain RUPRI presentation log for quarterly RUPRI reports. Develop, provide content, layout, and edits for RUPRI newsletter.

Requirements

Bachelor’s degree in business administration or related degree or equivalent combination of education and experience.
Minimum of 6 months related administrative and/or executive support experience.
Demonstrated careful attention to detail and accuracy, experience with handling multiple projects simultaneously, establishing priorities and managing frequent changes in schedule and tasks.
Must be proficient in MS Office Suite including Word; MS Outlook (calendar and email); and PowerPoint.
Demonstrates a high level of written and oral communication and relationship building skills to clearly communicate and work with a variety of individuals and groups in a constructive and collaborative manner while maintaining strict confidentiality.
Experience coordinating events including travel arrangements for participants.
Eligibility for securing university procurement card.
Ability to initiate and take independent action.

Nice To Haves

Experience and ability to create newsletters, developing content, editing and layout.
Experience coordinating, arranging and running virtual meetings in Zoom or Teams.
Ability to continuously learn and adapt to a changing environment and utilize knowledge in varying situations.
Experience using social media for promoting professional events and activities.
Previous experience negotiating and determining meeting/event sites and working with vendors and travelers throughout the process.
Knowledge of University of Iowa policies and procedures.

Responsibilities

Support the daily operations of the Rural Policy Research Institute (RUPRI), 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 the Director of RUPRI including managing schedules, correspondence, and travel arrangements.
Manage complex schedule for high-level research director requiring discretion of calendar activities and prioritization of appointments.
Maintain files including CVs, publications and research documents, RUPRI completed projects (briefs and papers), research email distribution lists.
Initiate standard forms and documents such as purchasing, accounts payable, travel requests, travel expense vouchers and affirmative action forms.
Prepare travel reimbursements and maintain files regarding travel.
Assist RUPRI Director with meeting deadlines to conference and invited speaking engagements by tracking due dates, corresponding with conference coordinators, making sure all travel arrangements are made, preparing and sending presentations, bios, photos, completing online registrations and preparing expense reports for reimbursement to outside organizations.
Log all travel expenses for tracking of reimbursement and maintain contact information for follow up.
Send new project announcement out via Dispatch, Facebook and LinkedIn.
Send new products and presentations completed by the RUPRI Center, RUPRI.org and Rural Health Value to post on websites.
Initiate purchasing requests for speakers and off-campus events.
Monitor accounts/expenditures; reconcile statements.
Participate in budget preparation including calculation of projected costs and expenses necessary for grant proposals or other related financial accounts.
Event planning, requires knowledge of contracts with hotel meeting sites, working with UI purchasing and USS CPH accountants.
Setup trips in workflow prior to travel.
Process travel reimbursements and honorariums.
Reconcile Pcard monthly (sending all receipts to USS CPH).
Schedule monthly budget meetings.
Serve as primary contact for the Director of RUPRI by providing information and responding to inquiries.
Gather and provide information using available resources.
Assist with collecting and compiling data for reports including budget preparation for grants and/or contracts; prepare biosketches.
Determine format and presentation style based on instructions from funding agency and arrange for processing and forwarding to funding agency by deadline.
Assist in developing and preparing documents related to requests from the funders.
Prepare and administer correspondence.
Serve as liaison to faculty, staff, students, and public concerning inquiries or complaints requiring interpretation of policies, procedures and programs.
Arrange for meetings and conferences on campus and off campus meetings and panel sections related to the Rural Policy Research Institute (RUPRI).
Gather and synthesize data, help prepare the agenda, coordinate calendars of multiple participants, arrange for promotional materials, process honoraria and reimbursements, make all the site arrangements, review contracts, etc.
Maintain contact information for disseminating RUPRI products.
Print briefs and maintain files with hard copies; email announcements of new briefs; update website with power point presentations and policy briefs.
Maintain product log of completed RUPRI briefs for quarterly reports; also maintain RUPRI presentation log for quarterly RUPRI reports.
Develop, provide content, layout, and edits for RUPRI newsletter.