Labor Center Administrative Services Specialist

University of Iowa•Iowa City, IA

5d•Onsite

About The Position

The Labor Center at the College of Law is seeking an Administrative Services Specialist. This individual serves as the sole Administrative Services staff member for the Labor Center, providing administrative support for all Labor Center on and off-campus programs, tracking and reporting all financial information including reconciling monthly TDRs, managing internal and external Labor Center Communications, assisting in managing all fundraising and grant activities, and performing other administrative functions as assigned by the Labor Center Director. There is an expectation that the person in this position will maintain effective, civil, and respectful working relationships with the University of Iowa campus community and uphold the University’s commitment to creating welcoming and respectful environments for all.

Requirements

A Bachelor’s degree in Business, or other related field; or an equivalent combination of education and experience.
Experience (a minimum of one year) providing a full spectrum of administrative support duties.
Superior attention to detail, including excellent composition, editing, organizational and prioritization skills.
Customer service experience.
Excellent verbal and interpersonal communication skills.
Extensive experience utilizing a variety of software including but not limited to Microsoft Office Suite (e.g. Outlook, Word, Excel, PowerPoint).

Nice To Haves

Experience providing administrative support in a higher education environment.
Working knowledge of institutional and departmental polices, processes and forms.
Experience with Drupal or similar web-editing software.
Experience developing and implementing basic surveys using Qualtrics or similar survey tool.

Responsibilities

Plan, coordinate, and implement program logistics for the Labor Center's on-campus and off-campus educational conferences, often over 60 programs per fiscal year. This is the sole administrative staff position, which handles all conference registration, classroom reservation, catering, print orders, housing block reservations, and honoraria for guest instructors.
Analyze, monitor, and report financial data, and initiate purchasing and travel vouchers. Reconcile monthly TDRs, submit purchases and transactions to USS, initiate travel expense vouchers for departmental staff who conduct off-campus programs, send program invoices, and track program income and expenses in proper MFKs.
Develop and coordinate internal and external communications using tools such as Dispatch, Canva, Excel, and UI websites. Update website, assist in preparing mid-year and year-end report, send listserv emails. Write and design semi-monthly Dispatch e-newsletter; design program marketing flyers, website images, and social media memes; create social media content on program successes, and redesign constituent data collection systems to streamline updates from program registrations and returned emails and mail.
Assist the Director in preparation and implementation of strategic fundraising and grant plans. Fundraising and grant applications administration; Fundraising campaign planning, developing, and tracking, and coordinating donations with UICA. Grant planning, such as developing systems to monitor possible grants and deadlines and assist PIs with awarded grants by organizing and preparing data for grant reports and coordinating with departmental finance and grant accounting to track actual vs projected expenses and review grant MFKs. Understanding university and grantor policies and assisting with compliance.
Serve as the central point of contact for all inquiries from members of the public, university faculty, students, media, and sponsors of educational programs. Refer calls and emails to appropriate staff; assist in resolving inquiries and develop and maintain tracking systems to ensure timely responses (ex: scheduling meetings with appropriate staff, researching the issue and providing relevant publications, and facilitating staff responses.)
Provide functional supervision of student interns when they are assigned to assist with data entry, preparation of conference registration materials, grant data tracking, and other administrative functions.