Admin Services Coordinator

The Office of Student Affairs and Curriculum (OSAC) is seeking an Administrative Services Coordinator to coordinator to support the daily operations of the Medical Student Counseling Center within the Office of Student Affairs and Curriculum; respond to inquiries and requests related to all Center programs and services; participate in triage process to schedule student appointments; assist with coordinating programs, activities and events of the Counseling Center; manage the Counseling Center resource library and tutor payroll process; compose correspondence and specialized reports as needed.It is important to abide by applicable legal requirements and ethical guidelines related to client confidentiality at all times. Percent Time: 100% Duties to include: Operational Support and Management: Support the daily operations of an office, project or program, including coordination of specialized events and activities, appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures.  May require advanced knowledge and expertise in specific office, project, or program to provide administrative/ operational support and management.  Make decisions and exercise a high level of autonomy while typically performing administrative support/ management responsibilities for executives of an organization (e.g., Deans, Directors, DEOs, VPs), including managing schedules, correspondence, and travel arrangements. Coordinate activities of the Medical Student Counseling Center (MSCC) within the Office of Student Affairs and Curriculum, including scheduling, greeting students/clients, answering and directing phone calls, making travel arrangements, composing/drafting correspondence and other assistance as required. Provide administrative support for the student disability accommodations process.  Human Resources (HR): Initiate HR transactions at the request of others. May exercise knowledge of HR policies and procedures and provide basic guidance and advice. May serve as Unit Human Resources Representative for unit or department. May provide functional and/or administrative supervision for students/temporary staff. Complete workflow appointment forms and termination forms for tutors and USMLE study guides hired to assist students to succeed.Process biweekly time records and verify that the payment process is completed for USMLE and tutor programs.Make presentations to and orient student tutors and guides. Manage the USMLE study guide and tutor programs for the Carver College of Medicine.Responsible for electronic registration system for these programs.Follow up on programs to assure each is operating successfully. Financial Responsibility: Initiate purchasing requests for supplies and equipment. Monitor accounts/expenditures; reconcile statements. Analyze unit budget/expenses to prepare annual budget requests/projection.Keep track of departmental financial information. 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. Create needs assessment and program evaluation surveys as requested for the Counseling Center 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, enter, maintain and analyze data in various databases to monitor students’ academic progress, tutor/USMLE study guide programs, Mentor/Mentee program, etc. Prepare special reports as required from the databases. Prepare, review and analyze documents such as reports, records, etc. Manage the Medical Student Counseling Center resource library, including the ordering and stocking of appropriate resources, tracking usage, handling the checkout/check in process, and maintaining the inventory database. Communications Management: Prepare and administer correspondence.  Serve as liaison to faculty, staff, students, alumni and public concerning inquiries or complaints requiring interpretation of policies, procedures and programs.  May serve as primary contact for building maintenance and facilities management. Coordinate activities/arrangements and develop publicity for programs, workshops and other events coordinated by the Medical Student Counseling Center. About The Office of Student Affairs and Curriculum: The Office of Student Affairs and Curriculum (OSAC) is the group of 35 professionals that most directly facilitates the activities of medical students at the Carver College of Medicine. The mission is to provide an environment of scholarship and humanism in which our students can become the well-rounded physicians of tomorrow, fully prepared to enter into their professional lives focused on the well-being of their patients and communities. OSAC consists of 10 units, each focused on an aspect of student life. Among our duties are the selection of students that will thrive in this academic environment; to facilitate the delivery of a medical curriculum that provides the best didactic and practical learning experiences possible; to provide opportunities for students to experience the world through research, service, travel, and the humanities; and to support students throughout the learning process. Required Qualifications: A Bachelor's degree or an equivalent combination of education and experience is required. Excellent written and verbal communication skills are required. Administrative experience in an office or healthcare setting. Enjoy working with students. Experience with Microsoft productions including Outlook, Word, PowerPoint, and Excel. Ability to maintain confidentiality in the handling of unit tasks. Ability to make decisions requiring interpretation and judgment. Ability to gather, analyze and display data in appropriate formats and to keep accurate records. Ability to organize and prioritize multiple tasks. Desirable Qualifications: Experience using University of Iowa workflow system, including payroll and human resource processes. Experience with student services or related experience in a university setting. Ability to work with a variety of individuals and groups in a constructive and civil manner while appreciating the contribution of others. Position and Application details: 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  Additional Information Classification Title: Admin Services Coordinator Appointment Type: Professional and Scientific Schedule: Full-time Work Modality Options: On Campus Compensation Pay Level: 2B Contact Information Organization: Healthcare Contact Name: Stacy Pruter Contact Email: stacy-pruter@uiowa.edu