Administrative Services Specialist

UIOWA•Iowa City, IA

3d•Onsite

About The Position

The Administrative Services Specialist supports the administrative and operational functions of the Iowa Reading Research Center. This position provides direct administrative support to the Director and Center staff and serves as a primary point of contact for stakeholders. Responsibilities include managing day-to-day office operations; responding to inquiries; processing mail; coordinating purchasing, contracts, travel, invoices, and account reconciliations; maintaining records; and supporting financial and operational processes. The position also assists with planning and coordinating the Center's annual conference and other events and may supervise undergraduate student employees. The Administrative Services Specialist works collaboratively with university departments and Center staff to ensure efficient operations and excellent service. Other duties may be assigned as needed. This is a full-time, campus-based, 12-month specified-term appointment – may be eligible for renewal annually. The position is anticipated to be a regular 40-hour-per-week appointment; however, alternative work schedules or reduced-hour arrangements may be considered.

Requirements

A bachelor’s degree or an equivalent combination of education and experience is required.
Demonstrated experience with administrative processes and associated operations; ability to apply this knowledge appropriately to a variety of situations.
Experience typical of 1 - 3 years.
Proficiency with Microsoft Office Suite and virtual meeting platforms.
Experience supporting event management, which could include registration, budgets, staffing, and working with outside vendors.
Demonstrated commitment to working with people from a variety of backgrounds and experiences and ability to model open, respectful, accepting, and supportive behaviors with team members.
Demonstrates excellent oral and written communication skills; ability to effectively transmit, receive, and interpret ideas, information, and needs through appropriate communication methods and behaviors at a working proficiency level.

Nice To Haves

Experience working in an academic environment.
Knowledge of university policies, procedures, and regulations.
Student employee supervision experience.

Responsibilities

Develop and manage the contracting process for consulting services, professional development, and services providers.
Manages the travel schedule between IRRC staff, external contractors, and stakeholders.
Support for IRRC events (i.e. Summit) such as assistance with scheduling and registration systems.
May be responsible or assist with initiating workflow functions related to HR transactions, preparing offer letters as requested and submitting appointment documents.
May act as search assistant on staff and student searches.
Coordinate onboarding/termination procedures with supervisor.
Assist with financial transactions including procurement card transactions.
Coordinate financial transactions such as purchases and travel with University Shared Services.
Assist in development and revision of departmental informational materials for distribution.
Manage the IT resources of the IRRC - including managing update schedules, purchasing, and providing basic support to staff.
Act as frontline liaison from IRRC to faculty, staff, students, and the public regarding inquiries and requests, requiring discretion and independent judgment.
Serve as primary contact to outside stakeholders, including IRRC Advisory Council.

Benefits

Regular salaried position.
Pay level 3B.
Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans.
exceptional health coverage
university-paid life insurance
robust retirement plans
generous leave policies
24/7 support services
well-being resources
access to UI Health Care specialists
advanced training
leadership development
tuition assistance