Administrative Services Coordinator

UIOWA•Iowa City, IA

5d•Onsite

About The Position

The Administrative Services Coordinator provides administrative support to the Tippie College of Business Undergraduate Program Office (UPO) and manages the Undergraduate Associate Dean’s calendar. The position supports assistant deans and directors with travel coordination, budget materials, and monthly expense reconciliation, and reports to the Undergraduate Program Associate Dean. The role coordinates travel for UPO staff, students, guest speakers, and employee candidates; supports undergraduate program leaders and student engagement programs; and recruits, hires, trains, and supervises Undergraduate Program Office Student Workers. It also handles purchasing and travel documentation, meeting and room arrangements, locker-key distribution, minutes, budget preparation and monitoring, and communications. This is a regular salaried position at Pay Level 2B, located in Iowa City, Iowa. The position requires a bachelor’s degree or an equivalent combination of education and experience. The full job description, including technical competencies and desirable qualifications, is available by contacting the listed representative.

Requirements

Bachelor’s degree or an equivalent combination of education and experience.
Typically 6 months to 1 year of experience and working-level ability to carry out ongoing office administration tasks effectively and efficiently, including proficiency with computer software applications.
Typically 6 months to 1 year of experience and working knowledge of, and ability to apply, policies and practices for planning and administering a budget, grant administration, and/or Center for Advancement funds.
Working knowledge of and ability to apply effective communication techniques and relationship-building skills when working constructively and collaboratively with a variety of individuals and groups.
Ability to make decisions and exercise a moderate level of autonomy while performing administrative support responsibilities.

Nice To Haves

Knowledge of University policies and procedures, including financial and human resources policies.
Experience with University electronic systems, including HRIS, MAUI, and Workflow processes.
Experience working in an academic department.
Experience assisting a senior-level leader such as a dean, director, department executive officer, or vice president.

Responsibilities

Manage the Undergraduate Associate Dean’s calendar.
Coordinate travel arrangements for UPO staff and students traveling to conferences, case competitions, and business trips.
Coordinate travel arrangements for guest speakers and employee candidates.
Provide administrative support to assistant deans, directors, and assistant directors of student engagement programs.
Recruit, hire, train, and supervise Undergraduate Program Office Student Workers (UPOSA).
Enter travel in the ProTrav system and reconcile receipts after trips are complete.
Process interdepartmental purchase requisitions.
Manage distribution of building locker keys with the UPOSA’s.
Manage UPO conference room and table reservations and assist with managing the South Reading Room.
Schedule and coordinate space reservations and set up weekly staff meetings.
Record minutes at staff and other meetings as requested.
Prepare and monitor the budgets for the Undergraduate Program Office and Tippie Career Services.
Assist assistant deans and directors with preparing and administering internal and external communications.
Support assistant deans and directors with preparing budget materials and reconciling monthly expenses.