Admin Services Coordinator – General Internal Medicine
Website Jobs@UIOWA
The University of Iowa Health Care, Department of Internal Medicine is seeking an Administrative Services Coordinator for the Division General Internal Medicine to contribute to the success of the Division’s research team and the Department of Internal Medicine’s Health Services Research team, by providing administrative services through the coordination and support of operations and/or lead the organization by planning, directing, and evaluating operations. This position will support the daily operations of the division’s investigators and other research staff, including providing administrative support to assigned division faculty members, coordination of specialized projects, events and activities, and contract or grant requirements. They will make decisions and exercise a high level of autonomy while performing administrative support/management responsibilities for faculty, including managing schedules, correspondence, travel arrangements, and grant submission and support.
Duties to include:
Operational Support and Management:
- Support the daily operations of the oncology investigators and other research staff, including coordination of specialized events and activities, responding to inquiries, website maintenance, travel coordination, monitor research protocols.
- Assist with the coordination/collection and preparation of data for research/grant proposals. Evaluate requests for proposals (RFP); review proposals and assume completeness; route proposals.
- Monitor accounts/expenditures; reconcile statements.
- Submit grant applications and forms for NIH and other government, non-profit, and private organizations electronically using Grants.gov, Cayuse, and any other appropriate website or mechanism.
- Assist with purchasing and reimbursement processing – P-req, E-voucher, Pro-Trav and E-buy.
- Maintain updated faculty biosketches and CVs, facilities and resources.
- Maintain multiple office calendars. Schedule and coordinate meetings, activities of laboratory staff and visitors, conferences and special events. Coordinate activities between labs and other outside parties
- Perform document preparation assignments. Compose, proofread, research, and compile letters and/or special reports. Conduct library research. Review and edit written materials such as publications or manuscripts from draft form. Create documents from rough draft, format documents, proof, and verify documents for accuracy.
Human Resources (HR):
- May exercise knowledge of HR policies and procedures and provide basic guidance and advice.
Financial Responsibility:
- Initiate purchasing requests for supplies and equipment.
- Monitor accounts/travel expenditures; reconcile statements.
Strategic Planning:
- May assist in the coordination/preparation of strategic plans in support of the Dean, Director, DEO or VP. Establish timelines, remind contributors, proof and edit.
Information Management:
- Typically is the primary contact for the project, program, unit, department, or college/division by providing information and responding to inquiries. Gather and provide information using available resources..
- Collect, compile, and analyze records for research faculty bibliographic libraries. Conduct searches using databases such as those available on the Hardin Library websites and PubMed.
Communications Management:
- Prepare and administer correspondence. Serve as liaison to faculty, staff, students, alumni and public. May serve as primary contact for building maintenance and facilities management.
Education Requirement:
- A Bachelor’s degree or an equivalent combination of education and experience is required.
Required Qualifications:
- Excellent written and verbal communication skills
- 6 months of administrative experience in an academic medical setting is required
- Proficiency in computer software applications including Microsoft Word, Outlook, PowerPoint, Excel and PDF
- Ability to perform and prioritize a variety of tasks
- Excellent organizational, time management and decision-making skills
- Experience managing schedules including, setting up meetings and making modifications
- Experience researching and preparing reports, conducting data entry and document editing is required
- Previous customer service experience is required
Desired Qualifications:
- Knowledge of UIHC policies and procedures
- Experience reviewing and processing administrative account expenditures.
Application Process: In order to be considered for an interview, applicants must upload the following documents and mark them as a “Relevant File” to the submission:
- Resume
- Cover Letter
Job openings are posted for a minimum of 14 calendar days and may be removed from posting and filled any time after the original 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. Up to 5 professional references will be requested at a later step in the recruitment process.
For additional questions, please contact michaela-davis-1@uiowa.edu
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