Administrative Services Coordinator-Pharmacy

University of Iowa•Iowa City, IA

About The Position

The Administrative Services Coordinator functions as administrative support to the Department of Pharmaceutical Care by providing administrative services through the coordination and support of operations. Responsibilities include answering phone calls, responding to visitors and employee inquiries, personnel file maintenance, general administrative duties and other tasks, as assigned. The coordinator may be tasked with specific projects related to the work of the faculty and departmental leaders they support and should be proficient with details, timelines, and meeting expectations. The coordinator will support the corporate mission, vision, and values of the Department of Pharmaceutical Care. Ability to be flexible and approach workload with collaboration and teamwork is essential. Professional experience working effectively with individuals from a variety of backgrounds and perspectives.

Requirements

A Bachelor's degree or an equivalent combination of education and experience is required.
Demonstrated working experience of administrative office support (6 months-1 year).
Excellent written and verbal communication skills.
Proficient with MS Office suite (Outlook, Word, Excel & PowerPoint).
Evidence providing customer service in a professional manner.
Demonstrated teamwork and ability to work collaboratively.
Evidence of strong organizational skills and attention to detail.

Nice To Haves

1-3 years’ experience in an administrative support role for hospital or academic faculty is desired.
Knowledge of and experience working with University of Iowa policies and procedures is desired.
Ability to work independently to complete multiple projects and meet deadlines simultaneously.

Responsibilities

Public Contact/Customer Service
Support daily operations including coordination of specialized events/conferences, interviews, and activities, appropriateness of expenditures, and changes in practices or procedures.
Provide all aspects of high level, confidential, administrative support to faculty, staff, and students which includes financial, strategic, personnel, and other highly sensitive information.
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.
Administration Support
Make decisions and exercise a high level of autonomy while typically performing administrative support/ management responsibilities for departmental leaders including managing schedules, correspondence, and travel arrangements.
Overseeing main office operations.
Providing administrative support to pharmacy department leadership with scheduling and managing calendars for meetings and interviews.
Initiate purchases request for office supplies, equipment, and printing while maintaining adequate levels of on-hand supplies.
Issuing parking passes to interview candidates.
Generate reports and gather information to verify, cross reference, and disseminate information.
Ensuring compliance with FedEx tracking reports.
Assign security access and biometrics to new personnel and existing personnel with updated or new badges.
Maintaining paper and electronic files and updating systems and records as necessary.
Maintain Pharmacy fax queue and general email inbox.
Receive, sort , and process departmental mail.
Cash handling, deposit processing.
Other duties as assigned.
Compliance
Maintain records of licensure and registration status of the professional staff of the Department of Pharmaceutical Care and enter into HR systems.
Contact Board of Pharmacy as necessary with problems/questions.
Oversee the maintenance of agency/department human resources files and ensure that information is retained according to state/federal laws, rules and regulations.
Data Integrity
Maintain, input and ensure integrity of data and records to the compliance and recruitment function within the HRIS system.
Audit information as necessary for HRIS system and other systems to ensure accuracy of information.
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.
Quality / Process Improvement
Participate in improving organizational performance through recommending areas or approaches for improvement, performing new procedures, collecting data and providing input to department discussions.