Admin Services Administrator

Departmental Administrator And Human Resources Representative

University of Iowa Health Care, Department of Biochemistry & Molecular Biology and Biochem Stores is looking for a Departmental Administrator and Human Resources Representative to plan, organize, and manage administrative operational functions of high complexity for the Department of Biochemistry and Molecular Biology, as well as for Biochem Stores research supply storeroom, in order to maintain and achieve the missions and goals of the Department with the commitment of excellence in research, teaching and professional services. In collaboration with the Department Executive Officer (DEO), this position will provide a high degree of discretion and independent judgement while managing and directing administrative services in operations, financial management, human resources, strategic planning, information and communications management, and facilities management.

Percent Time: 100%

Operations Support And Management

• Manage and oversee daily operational functions of the department.

• Solve operational problems for the department. Recommend solutions to problems of a non-routine nature to DEO.

• Interpret and implement policies and procedures across multiple functions.

• Direct and manage capital and facility assets projects, including maintenance issues.

• Provide supervision and establish work priorities for administrative and other assigned staff.

Human Resources

• Manage and oversee all human resource functions for faculty (in a role that is advisory to and on behalf of the DEO), staff, and student employees. Collaborate with senior HR leadership and Office of Faculty Affairs and Development (OFAD).

• Administer and support faculty, postdoctoral research scholars and fellows, and staff search and selection processes from start to finish to include immigration requirements, payroll appointments, and onboarding functions.

• Assure compliance requirements are met for UI policies as well as external funding agency and government requirements.

• Provide oversight and advice on HR issues and supervisory responsibilities to first-tier supervisors.

• Assist DEO in the administration of the annual review of faculty, the promotion and tenure review process, and faculty recruitment.

• Coordinate performance evaluations and salary recommendations and policies.

• Take lead role in staff development, reclassifications, and retentions.

• Monitor leave of absences and furloughs, assist with performance improvement plans and retentions, process terminations, and lead workplace investigations.

• Responsible for ensuring completion of personal activity reports (PAR), and post-tenure effort allocation policy (PTEAP's).

• Supervise administrative staff who support the academic, research, business, and technical functions of the department. Make recommendations regarding salary increases, promotions, and reclassifications. Assess strategic needs and make decisions on staffing levels.

Financial Responsibility

• Direct and manage all departmental fiscal responsibilities including budget preparation and monthly updates for the department, and research supply storeroom.

• Manage all financial year-end closing activities for the department and research supply storeroom.

• Develop management reports and analyze financial operations for both units.

• Oversee the administrative preparation of grant proposals for external funding and advise faculty of research support activities, grant requirements, and changes in policies and procedures.

• Coordinate the preparation of financial reports to assist PI's in projecting their research funding into the future based on staffing and other anticipated expenditures.

• Provide support to researchers including dissemination of information on grant and contract requirements, budget development, appropriateness of expenditures, rebudgeting, and extension requirements.

• Assist faculty and staff in identifying new sources of funding research and educational development programs.

• Manage all departmental accounts to ensure compliance according to various uses, regulations, and guidelines.

• On behalf of the DEO, review all expenditures and have final approval authority for all financial transactions.

• Delegated signature authority on all departmental accounts.

Strategic Planning

• Assist with formulating strategic initiatives, program development, and fiscal operations.

• Collaborate with DEO and CCOM administration to formulate, implement, manage, and evaluate strategic initiatives needed to address changing departmental mission, goals, and needs.

Information & Communications Management

• Oversee the information management process and submission of departmental data to various internal and external entities.

• Review and implement communication strategy in department as required by the DEO.

• Produce faculty research grant portfolios utilized for faculty projections.

• Review, resolve and respond to requests for information, complaints, and grievances.

• Serve as administrative liaison to committees, task forces, and other groups as assigned by the DEO.

Required Qualifications:

Master's degree in business administration or related field. Or equivalent combination of education and experience is required.

3 years of experience related to fiscal management or administration.

Strong analytical skills, attention to detail, and ability to prioritize while working in a fast-paced environment.

Proficiency in computer software applications including MS Office. Excellent interpersonal and relationship-building skills.

Ability to foster a welcoming and respectful work environment.

Desirable Qualifications:

Experience with grant accounting, including grant submission, pre-and post-award management of federal and privately funded projects and policies/procedures related to grant administration.

Experience working in an academic research department.

Experience supervising staff and working with human resources including immigration procedures.

Knowledge of University of Iowa policies, procedures, and regulations.

Experience with facilities management, including collaborations with construction project management.

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 7 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 stacy-pruter@uiowa.edu