Program Coordinator, DSRI

UIOWA•Iowa City, IA

1d•Hybrid

About The Position

The Program Coordinator (70 %-time position) supports the operational, financial, and administrative activities of the DSRI miniSim program. This position works with accounting and purchasing workflow, invoices customers for miniSim support fees, manages key databases, coordinates shipping logistics, and provides customer service. The role ensures accurate documentation, smooth operational execution, and reliable communication between DSRI staff, customers, vendors, and internal university offices. The Program Coordinator will be a 70% time position. This position is not eligible for University sponsorship for employment authorization. This position may be eligible for hybrid work within Iowa after onboarding is complete and will require a work arrangement form to be completed upon the start of your employment. Per policy, work arrangements will be reviewed annually and must comply with the remote work program and related policies and employee travel policy when working at a remote location.

Requirements

Minimum of 1 year working experience with Microsoft software (Teams, Word, Excel, PowerPoint and Outlook), and Adobe Acrobat (or similar applications).
Willingness to work outside of regular business hours.
Excellent written and verbal communication skills in English are required.
Experience working directly with customers via phone, email, and remotely in a professional manner is required.
Ability to move up to 25 lbs is required.
Experience performing administrative, operational, and financial support functions.
Valid driver's license and ability to meet UI Fleet Safety Standards.

Nice To Haves

Experience using accounting software: QuickBooks, Xero, Sage, etc.
Familiarity with university procurement processes or comparable purchasing systems.
Experience with Project Management concepts and software tools.
Experience creating or maintaining web page content (e.g. MediaWiki, Visual Studio Code, etc).
Experience photo editing/resizing for publication.
Ability to use basic hand tools and coordinate the packaging of simulators in boxes and crates.
Experience maintaining documentation systems or technical manuals.
Experience in an engineering, software development, research, or technical operations environment.

Responsibilities

Administers the invoicing process for miniSim support, using QuickBooks Pro accounting software and track payments in University Financial Reporting System (ACH, check).
Monitor accounts and expenditures, prepare quarterly income and expense reports.
Serve as the primary support contact for miniSim customers; manage and track support requests to resolution.
Assists with editing project documentation, reports or articles for distribution to sponsors, potential sponsors or professional community.
Develops or specifies new business tools as the need arises. Examples may include workflow automation, application of AI, inventory management, and online tools for internal or customer use.
Assist as needed in getting simulators ready for shipment, may include testing scenarios and documenting results.
Contribute to operational plans for the miniSim Program. This may include supporting program budget planning.
Tracks action items and milestones for miniSim project ‘builds’, including parts purchases, software installs, and system commissioning.
Assist with conducting and overseeing the testing and evaluation of installations and miniSim systems during and after completion.
Adherence to accepted accounting practices.
Participate in weekly miniSim team meetings to review customer service cases and project deliverables.
Participate in weekly meetings with supervisor to review current action items and next steps.