The Genetics, Neuroscience, Immunology, and Molecular and Cellular Biology Interdisciplinary Graduate Programs (IDGP) are seeking to hire a 50% time Administrative Services Coordinator (PAA1) to provide professional-level administrative support for the Genetics, Neuroscience, Immunology, and Molecular and Cellular Biology Interdisciplinary Graduate Degree Programs; serve as liaison with students and their families, providing information, guidance and interpretation of IDGP and UI academic policies and procedures; assist in the coordination of graduate education related activities, events and processes including arranging for appropriate facilities and services; create and maintain multiple databases, creating and generating reports; perform a wide range of tasks that require a high degree of independence and discretion, judgment and confidentiality; and serve as a member of the administrative team, demonstrating excellent interpersonal skills and an ability to interact with internal and external constituents while facilitating a positive atmosphere.
Key Areas of Responsibilities and Specific Job Tasks
Operational Support and Management:
Provide professional level administrative support for the Genetics, Neuroscience, Immunology, and Molecular and Cellular Biology Interdisciplinary Graduate Degree Programs.
Create and maintain multiple databases of information through data entry, importing, verification, management, extraction (querying the database), and creating and generating reports.
Assist in the coordination of graduate education related activities, events and processes including arranging for appropriate facilities and services.
Evaluate processes regularly to find opportunities for automation, improvement, or efficiency; recommending/implementing new processes as a result.
Gather periodicals for binding, package and ship to the university contracted bindery (may coordinate shipment with the Main Library), and verify bound volumes for correctness when received from bindery.
Provide support to program committees as needed (Post Comps Advising Committee, Outreach I & II, Student Advising Committee, Graduate Affairs Committee, Faculty Membership Committee, Admissions Committee, Retreat Committee, Seminar Committee, Awards Committee, and Social Activities Committee).
Coordinate the enrollment and orientation processes for new IDGP graduate students, assist with the tracking and reporting of admissions/enrollment data, and develop student orientation presentations.
Serve on committees when necessary and provide administrative support.
Other duties as assigned in support of the programs.
Advise management on budgetary needs or discrepancies.
Make recommendations on cost saving of office supplies, equipment, and recurring expenses.
Plan and arrange for appropriate facilities and services in conjunction with all IDGP program courses including travel arrangement for visiting speakers, honorariums, travel reimbursements, course enrollment, coordinating calendars of multiple people, facilities, services, and catering arrangements.
Evaluate and initiate requests for services, supplies, and maintenance for the IDGP programs.
Provide back-up for IDGP Academic Program Management and Services Associate as needed.
Review and assist in the development of office policies and procedures.
Assist in the coordination/preparation of strategic plans in support of the Program Administrators.
Serve as liaison with students: respond to requests for information about University programs, student life, and policies and procedures requiring interpretation of IDGP and UI policies, procedures and programs.
Triage phone calls, greet and direct faculty, staff, graduate students, applicants, and public to the program in a timely, positive, and courteous manner.
Liaison with faculty and adjuncts regarding courses; schedule faculty and student talks and evaluations; and track attendance.
Develop and maintain program web pages: obtain, prepare, assemble, and distribute educational and promotional program materials; edit and assist in report for publication and distribution; update and edit documents to accommodate changes in text, layout, or language; perform quality assurance checks on web and graphical interfaces and inserted links; basic database management of information from web forms; compile information and become an expert in areas of importance to program audiences; apply standards for access by people with disabilities; and develop and maintain appropriate social media platforms for programs, as requested.
Maintain effective working relationships with faculty, students and staff.
Collaboration and Embracing Diversity (Basic): Ability to work with a variety of individuals and groups in a constructive and civil manner while appreciating the unique contribution of individuals from varied cultures, race, creed, color, national origin, age, sex, disability, sexual orientation, and gender identity.
Positive Impact / Achieving Results (Basic): Ability to utilize existing resources and learning to achieve or exceed desired outcomes of current and future organizational goals/needs. Able to demonstrate ethical behavior in diverse situations while producing results.
Service Excellence / Customer Focus (Working): Ability to meet or exceed customer service needs and expectations and provide excellent service in a direct or indirect manner. Ability to effectively transmit and interpret information through appropriate communication with internal and external customers.
Administrative Services Coordinator is a classification in the Administrative Services job family. For more information about this job family, please visit: https://hris.uiowa.edu/CC_Redesign/driver.php?ACTION=DETAIL&FAMILY=PAA
Note to Applicants: The qualifications for this job position are described as competencies or the behaviors needed to be successful in performing the duties of the position at a defined proficiency level/standard. The proficiency level required for each qualification is included. Please assure that your resume and/or cover letter illustrates the work experience, knowledge, skills and abilities you have that meet each of the required qualifications.
Proficiency levels are defined as follows. For more information on competencies, please go to http://hr.uiowa.edu/competencies/proficiency-levels
For more information regarding competencies, please visit: http://hr.uiowa.edu/competencies
Note to applicants:
Five professional references may be requested at a later step in the recruitment process.