Admin Services Coordinator

Full job description This position supports the UI Admissions &Transfer Center (ATC) in the role as departmental Administrative Services Coordinator (ASC). The ATC ASC position supports administrative and operational leadership with coordination and support of activities for the UI Admission and Transfer Center (ATC). This administrative professional will contribute to the success of the organization by providing key administrative and financial responsibilities for ATC leadership. This position contributes to the success of the department through support of daily operations of the department including management and coordination of departmental projects, appropriateness of expenditures, and changes in policies and procedures. Key areas of responsibility include operational support, staff support, information, communication, and financial management. Requires a high level of discretion, confidentiality, attention to detail and accuracy, and independent judgment
Position Responsibilities: Operational Support and Management:
Serve as primary contact and liaison for department leaders in matters related to the ATC. Support the daily administrative activities for the UI Admission and Transfer Center (ATC), including coordination of specialized and routine events and activities and appropriateness of expenditures. Provide administrative support to Associate Director, including, but not limited to managing and organizing schedule, assisting with travel arrangements, developing, and distributing correspondences and prioritizing events/meetings. Make decisions and exercises a high level of autonomy while performing administrative management responsibilities for the department including managing schedules, correspondence, and travel arrangements. Provides oversight for the planning and coordination of the logistical and financial aspects of special program events and conferences. Attend staff meetings; record minutes and provide documentation to department leadership. Initiate HR transactions. Assist HR in the recruitment and onboarding of new departmental staff which includes coordination/ preparation of onboarding and orientation schedule. Coordinate schedules to ensure new staff are receiving the appropriate training and tools necessary to be successful. Work with ATC Leadership to identify onsite workspace and transition plan to remote work arrangement. Track metrics for staff performance metrics and data related to department activities. Serve as ELMS approver for department support staff and staff nurses. Monitor staff mandatory compliances, required completion and provide basic guidance. Assist with the development of ATC website information and strategies. Financial Responsibility:
Assist in the analyzing, monitoring, and reporting of financial data and operational targets. Prepare financial reimbursements, monitor accounts, and reconcile university P-cards including honorariums and payment of recruitment expenses. Track spending accounts. Initiate purchasing requests and supplies the department. for the division. Create, edit, and send department wide newsletters. Oversee department event planning including budget planning, expenditures, facilities, dietary, the establishment of timetables and monitor progress. Assist with planning, developing, coordinating and implementing departmental goals. Assist with assuring compliance of departments policies and procedures. Analyze, monitor, and report financial data and operational targets. Initiate purchasing requests for supplies and equipment. Process special compensation payments in an accurate and timely manner. Monitor accounts/expenditures. Responsible for contract invoicing for external business relationships; review and determine expenses to be allocated to invoice; prepare and send invoices. Facilitate financial transactions for expenses and allocate accordingly to appropriate contracts and/or funding sources. Act as a key role in cash handling process for all departmental checks and cash received. Staff Support:
Maintain documentation of all current licensing, certifications, and required in -house training. Manage staff timecards Support department leaders with managing the annual review process. Coordinate incoming staff onboarding process. Provide support for staff file maintenance. Coordinate communication and support collaboration among staff, medical staff, and healthcare leadership. Communicate expectations and provide support and resources that are in alignment with the vision and strategic plans of the Department, UIHC and University to foster creativity and innovation in the workplace. May assist in the coordination/preparation of strategic plans in support of the department director through the compilation of reports and maintaining schedules. Assist with the creation and manage facilitation of ATC special programs such as Employee Engagement/Department Culture. Assist in the preparation of required periodic and/or special reports, including monthly tracking reports. Information Management:
Coordinates high level meetings such as advisory and policy committees, site visits for external agencies, and organizations leadership meetings. Collects, prepares, and distributes meeting notes and briefing materials as assigned. Initiates subsequent follow-up meetings and communication for key stakeholders. Evaluates requests and exercises discretion and judgement in providing confidential information. Communication Management:
Prepares highly confidential correspondence with internal and external constituents, as well as patients and families. May assist with Customer Relationship Manager database (Pt complaints). Maintains all legal documentation and file management requirements associated with this responsibility. Works with Chair and others within the Department to prepare promotional materials as needed. Prepare and distribute reports as requested. Other duties as assigned. Administrative Services Coordinator– Admissions & Transfer Center Pay Grade: Percent of Time: 100% Location: Coralville, Iowa (HSSB/Hybrid) Staff Type: P & S Type of Position: Regular Schedule: General work hours are M-F, 8:00 a.m.- 5:00 p.m. This position is eligible for hybrid work within Iowa 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.
Education Requirement: A Bachelor's degree in a related field, or an equivalent combination of education and experience. Experience Requirement: Minimum 6 months of experience providing administrative operations support. Demonstrated ability to work autonomously, maintain confidentiality, and prioritize tasks while possessing a strong attention to detail. Demonstrated ability to meet deadlines, follow-up, and multi-task with minimal supervision. Excellent written and verbal communication and interpersonal skills. Must be proficient in computer software applications (MS Word, Excel, and Outlook) Experience or ability to learn processing of administrative account expenditures and creating e-vouchers and purchase orders is required. Ability to work effectively with a team and all levels of management. Professional job-related experience fostering or promoting a welcoming and respectful work/academic environment where people of all backgrounds and perspectives feel welcomed and appreciated; or demonstrated the ability to do so. Desired Qualifications: 3+ years' experience in administrative support and project management. Demonstrated ability to work collaboratively across functions, levels and departments toward shared objectives. Demonstrated administrative experience in a large complex organization. Experience collecting and managing data. Demonstrated organizational and project management skills. Demonstrated customer service experience in a fast-paced environment. Demonstrated organizational and project management skills. Knowledge of University policies, procedures, regulations and guidelines as well as familiarity with UIHC is desirable. Experience coordinating travel and reconciling associated expenses is desirable. Experience working in a healthcare environment. Application Process: In order to be considered, applicants must upload a resume and cover letter clearly addressing how the required and desired qualifications of this position have been met. Up to 5 professional references will be requested at a later step in the recruitment process. Job openings are posted for a minimum of 14 calendar days. Applications will be accepted until 11:59 PM on May 22, 2024. This job may be removed from posting and filled any time after the minimum posting period has ended. Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. For questions, please contact .