Admin Services Coordinator - Community And Behavioral Health

Administrative Services Coordinator

The Department of Community and Behavioral Health in the College of Public Health is seeking an Administrative Services Coordinator to coordinate and perform administrative support activities for the department.

Operational Support and Management

Provide administrative support and management of daily operations in the Department of Community and Behavioral Health. Duties include managing schedules, arranging department activities and events, scheduling meetings, and making travel arrangements for faculty, staff, students, and visitors to the department. Attend monthly faculty meetings, compose, and distribute minutes. Coordinate department events including making space reservations and managing catering orders. Monitor department space and report maintenance issues as needed. Monitor department supply inventory and order supplies as needed. Oversee shared department spaces including kitchenette for tidiness. May assist collegiate administration on an as needed, as available basis.

Human Resources

Compile and organize materials for faculty reviews including promotion and tenure. Collect, compile, and update faculty records, including curriculum vitas and Academic & Professional Records (online database). Coordinate faculty recruitment and seminar speaker visits. Prepare and organize itineraries. Arrange transportation, accommodation, meals, meetings, and seminar rooms for a successful visit. Process necessary travel and accounting paperwork for reimbursements and expenses.

Financial Responsibility

Manage department expenses using procurement card. Work with University Shared Financial Services to process financial forms including procurement card vouchers, ProTrav forms, PREQ forms, eBuy orders, and internal requisitions for departmental activities. Coordinate purchasing receiving with applicable PI, as needed.

Strategic Planning

Assist in the coordination and preparation of department strategic plans and work plans in support of the DEO. Proofreading and editing related documentation as needed.

Information Management

May maintain databases, tables, spreadsheets and create reports as needed. Maintain files for faculty SPOT evaluations and create specialized reports. Prepare and manage departmental electronic newsletter.

Communications Management

Serve as point of contact for internal and external constituencies. Serve as liaison to faculty, staff, students, alumni, and public concerning inquiries requiring interpretation of policies, procedures, and programs. Serve as the department Building Emergency Floor Coordinator for CPH Building Emergency Action Plan. Compose letters and other documents for Community and Behavioral Health DEO and Administration; monitor follow-up on all correspondence that require responses and written replies, create templates and form letters. Monitor department digital signage, including creating slides as needed, accessing the CPH collection of digital signs, and keeping the displayed information current. Exercise sound judgment and discretion when communicating sensitive or confidential information, ensuring that all interactions are conducted in a professional manner in accordance with organizational policies and standards.

Benefits Highlights:

This is a regular, salaried position. Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans. Complete information regarding the full benefits package may be viewed at: Benefits | University Human Resources - The University of Iowa.

Required: A Bachelor's degree in an appropriate discipline or an equivalent combination of education and experience. Some (6 months – 1 year) related administrative and/or program experience. Demonstrated careful attention to detail and accuracy, experience with handling multiple projects simultaneously, establishing priorities and managing frequent changes in schedule and tasks. Must be proficient in MS Word and MS Outlook (calendar and email). Demonstrates a high level of written and oral communication and relationship building skills to clearly communicate and work with a variety of individuals and groups in a constructive and collaborative manner while maintaining strict confidentiality. Eligibility for securing UI procurement card.

Highly Desired: Proficiency arranging virtual meetings. Experience coordinating events.

Desired: Ability to initiate and take independent action. Ability to continuously learn and adapt to a changing environment and utilize knowledge in varying situations. Knowledge of University of Iowa policies and procedures.

Position and Application Details: 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 questions, contact Kay Shie kay-shie@uiowa.edu.

About Iowa: Joining the University of Iowa means becoming a vital part of the Hawkeye community, where your work directly impacts education, research, and student success. Enjoy exceptional health coverage, university-paid life insurance, robust retirement plans, and generous leave policies. Benefit from 24/7 support services, well-being resources, and access to UI Health Care specialists. Grow professionally with advanced training, leadership development, and tuition assistance. Iowa City offers a great quality of life with world-class performances at Hancher Auditorium, Big Ten athletics, top-ranked public schools, and outdoor recreation. Join us in making a difference at a leading Big Ten university and premier public research institution.