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Admin Services Coordinator

1 month ago

Iowa City, United States University of Iowa Full time
Finance and Accounting Services is seeking an Administrative Services Coordinator to provide administrative support to the Assistant Vice President of Financial Operations for the Carver College of Medicine (CCOM) and University of Iowa Physicians (UIP). The role interfaces between the Dean's office and multiple departments' senior and executive leaders, representing the AVP as an initial point of contact. The successful candidate will perform administrative responsibilities requiring discretion, independent judgment, and a high degree of customer service. This position is responsible for managing multiple, often conflicting meetings and obligations. Accuracy, comprehensive and proactive management, and timeliness are critical. The ability to access data and make independent decisions at an appropriate level is required.

Position responsibilities:

Operations Support and Management

• Perform administrative functions and assistance for the Assistant VP for Finance.

• Perform administrative functions for the management of the physician malpractice activities of the University of Iowa Physicians

Information Management

• Communicate and provide information to departments, VPMA, UIP faculty and staff, financial services staff, central administration, and other internal and outside entities for a variety of functions related to the fiscal processes and procedures.

• Assist in fiscal year-end close process

• Answer department questions regarding faculty appointments, workflow, and financial processes and timeline

Financial Responsibility

• Prepare monthly accounting entries for the general ledger

• Prepare and submit funds transfer requests from the UI Center for Advancement

• Reconcile PCards and TDR reports

• Review workflow transactions

• Establish workflow and maintain Med Admin/VPMA AP/PO workflow.

• Prepare spreadsheets tracking VA faculty activity and other faculty appointment information

• Track cost centers for CCOM departments

• Monitor accounts and corresponding expenditures

Communications Management

• Risk management liaison with UIP faculty, department administrators, central administration, outside legal counsel, third-party auditor, Iowa Attorney General's office, and other public and private agencies.

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.

Required Qualifications:
  • Bachelor's degree or equivalent combination of education and experience
  • 1 year of experience in an administrative role
  • Excellent customer service skills
  • Demonstrated effectiveness in written and oral communication for a variety of constituencies
  • Attention to detail, including excellent composition and editing skills
  • Demonstrated ability to work independently to complete multiple projects and meet deadlines simultaneously.
  • Proficiency in Microsoft Office software applications, including Excel, Word, Outlook, and PowerPoint
  • Superior organizational and prioritization skills; deadline-driven
  • Experience scheduling and organizing meetings using Microsoft Outlook
  • Ability to work effectively with a team and all levels of management
Desired Qualifications
  • 3-5 years of experience providing administrative support
  • Experience coordinating travel and reconciling associated expenses is desirable.
  • Knowledge of University of Iowa procurement and travel policies and procedures is desirable.
  • Knowledge of University of Iowa and University of Iowa Health Care policies, procedures, and regulations.

Application Process: To be considered, applicants must upload a cover letter and resume (under the submission of relevant materials) that clearly address how they meet the listed required and desired qualifications of this position. Job openings are posted for a minimum of 14 calendar days. 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 questions, contact Sharon Walther at sharon-walther@uiowa.edu.

Additional Information
  • Classification Title: Admin Services Coordinator
  • Appointment Type: Professional and Scientific
  • Schedule: Full-time
  • Work Modality Options: Hybrid within Iowa
Compensation
  • Pay Level: 2B
Contact Information
  • Organization: Healthcare
  • Contact Name: Sharon Walther
  • Contact Email: sharon-walther@uiowa.edu

The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, gender identity, or associational preferences.