Administrative Services Coordinator, Iihr

The Administrative Services Coordinator is a highly visible position that provides executive administrative and operational support to IIHR – Hydroscience and Engineering faculty and staff for research programs. Including serving as liaison, providing administrative assistance, organizing, compiling, preparing, and tracking information and reports, coordinating dissemination of information for internal and external resources, and reconciling and resolving issues for account expenditures. Additionally, this position is responsible for organizing, scheduling, and facilitating complex multi-participant in-person and remote meetings and other duties as assigned.

On Campus: This position is performed fully on campus.

Specific Job Duties And Tasks

• Maintains spreadsheets, hard copy and computerized files, account records, and a variety of other office records.
• Supports the daily operations of IIHR by independently organizing and facilitating complex multi-participant meetings, events, and conferences (including, but not limited to, planning, scheduling, ordering, and delivering; frequently drives to pick up and deliver supplies and refreshments, coordinates room/space reservations and tracks expenses).
• Maintains and conducts regular inventory assessment of IIHR book publications; responds to external requests for IIHR papers; and prepares IIHR thesis and dissertations for binding. Formats reports for research personnel.
• Provides administrative support including composing and managing correspondence, travel arrangements, support for meetings and managing confidential correspondence and reports. Provides basic edits/updates to IIHR website as directed.
• Plans, coordinates, and facilitates processes relating to building needs such as maintenance requests, equipment purchases, surplus, building remodeling, and office moves. Maintains and organizes IIHR meeting and other IIHR open and shared spaces.
• Serves as first point of contact for IIHR calls and visitors. Frequently and independently uses discernment to triage a wide range of complex incoming issues. Responds to questions, follows through, and tracks resolutions and processes and interprets policies, procedures, and programs guidelines. Uses judgment to provide confidential information as appropriate following confidentiality guidelines.
• Collects, tracks, and organizes documents, files, and materials for review and use by IIHR leadership.
• Assembles and distributes data and materials. Coordinates, prepares, and manages calendars for IIHR meeting spaces. Arranges and provides support for physical location and remote meeting capabilities. Organizes and manages IIHR meeting spaces.
• Gathers and provides information, as appropriate. Must work within tight deadlines and across multiple competing tasks. Serves as a contributing team member with others in the IIHR office to address continually emerging opportunities and challenges.
• Provides support of purchasing process by receiving and documenting receipt of goods and services in person.

For a complete job description, please contact Alex Schutman at [email protected]

About The College Of Engineering

The College of Engineering is one of 12 colleges at the University of Iowa, a premier public research university offering internationally recognized programs in disciplines ranging from otolaryngology to fiction writing, printmaking to space science, hydraulic engineering to dance. Iowa draws students from more than 100 countries and all 50 U.S. states.

The College of Engineering is driven by talented faculty, staff, and students who are producing knowledge to address grand challenges around advanced technologies, health sciences, sustainability, energy, and the environment. Our graduates are ethical, globally-aware citizens whose work while at the University of Iowa and throughout their careers make the world safer and our use of resources more efficient. As a center of innovation and discovery, the people who make up the College of Engineering are undoubtedly improving quality of life for our Iowa community as well as for people across the United States and around the world. 

Beyond the college’s mission, The College of Engineering is committed to recruiting and retaining talented and diverse faculty and staff, which includes providing dual-career resources and opportunities for employees to Build a Career and Build a Life in the Iowa City area. The University offers several benefits to support faculty and their families in achieving a healthy work/life balance. We invite you to learn more about Work/Life resources, including Dual Career employment, children & family resources, recreation, and more. 

Education Requirement

• A Bachelor's degree or an equivalent combination of education and experience is required.

Required Qualifications

• Role models service excellence.
• Demonstrated proficiency in both written and verbal communication with the ability to edit and/or compose grammatically correct documents in a logical and organized manner.
• Proficient in use of Microsoft Office support tools including Microsoft Word, Excel and PowerPoint. (e.g., calendaring, word processing, e-mail, presentation software, and spreadsheets). Ability to create and manage meetings via zoom.
• Demonstrated attention to detail and problem-solving skills.
• Minimum of 6 months of experience and the demonstrated ability to carry out ongoing office administration tasks effectively and efficiently in support of individuals, teams, and/or units.
• A valid driver’s license is required, as is continued compliance with the University of Iowa Fleet Safety Program driving standards (University of Iowa Operations Manual Part V, Chapter 19).

Desired Qualifications

• Experience coordinating, scheduling, and supporting complex multi-participant in-person and remote meetings.
• At least 3 years of work experience in an office setting.

Application Details

In order to be considered for an interview, applicants must upload:

• Resume
• Cover Letter

Job openings are posted for a minimum of 14 calendar days. This job may be removed from posting and filled any time after the minimum 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. 5 professional references will be requested at a later step in the recruitment process.

For questions, contact Alex Schutman at [email protected]

Benefits Highlights

Regular salaried position. Located in Iowa City, Iowa.

Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans.

For more information about Why Iowa? Click here.

Additional Information

• Schedule: Full-time
• Appointment Type: Professional and Scientific
• Work Modality Options: On Campus
• Classification Title: Admin Services Coordinator

Compensation

• Pay Level: 3A

Contact Information

• Contact Email: [email protected]
• Contact Name: Alex Schutman
• Organization: College of Engineering