Admin Services Specialist - Microbiology and Immunology (80 - 100%)
University of Iowa

The Administrative Services Specialist position will provide oversight and coordination of the Department of Microbiology and Immunology undergraduate summer research undergraduate experience programs. This position will provide administrative faculty support for the Department of Microbiology and Immunology, while contributing to the success of faculty and staff as well as furthering the goals, objectives, and vision of the Department. The position also provides general support for the Department Executive Officer (DEO). This position will require excellent interpersonal skills and the ability to interact with internal and external constituents while facilitating a positive atmosphere. A high level of professionalism, confidentiality, and independent judgement is necessary for this position. Supervision for this position will be shared by the DEO and Department Administrator.

Duties to Include:

Research Experience for Undergraduate/REU Support:

• Provide administrative support for NSF-funded Research Experience for Undergraduates program.
• Answer inquiries from REU applicants and potential applicants regarding program details, eligibility, and application requirements.
• Coordinate travel, housing, registration, and weekly activities for REU participants.

Faculty HR and Career Development:

• Administer faculty career promotion and tenure process.
• Oversee annual reviews for all faculty (including Five-Year Post-tenure Peer Review).
• Provide faculty and peer review committees with guidance for five-year post-tenure peer reviews.
• Provide faculty guidance and timeline for promotion and tenure.
• Coordinate review of reappointments for probationary and secondary faculty and instructors
• Participate in faculty recruitment process (place job ads, Qualtrics surveys for anonymous voting for faculty candidate, compile applicant materials for review by the search committee and faculty, and proof-read appointment justification and related documents)
• Oversee and assist with entering faculty with the centrally supported Academic Profiles systems

Department Executive Officer (DEO) Support:

• Provide all aspects of high level, confidential, administrative support to the DEO.
• Coordinate and schedule meetings on behalf of DEO and department committees.
• Assist with collecting and assembling documents needed for faculty and staff award nominations.
• Prepare agendas and minutes for department executive committee and monthly faculty meetings.
• Draft/proof correspondence and documents.
• Act as a liaison to various constituents.
• Assist with DEO travel arrangements and meeting registrations.
• Provide data as needed for various department reporting.

Communications Support:

• Oversee department digital media: website, social media and digital monitors. Create and edit content for targeted communications.
• Create and assist with faculty lab websites.
• Create promotional materials for targeted audiences.
• Create survey tools to collect and analyze data.
• Assist in preparation and coordination of strategic communication plans.
• Develop and coordinate internal and external communications.
• Photograph department events for digital media.
• May provide direction and assignments to student workers and/or staff.

Department Support:

• Provide data as needed for various department reporting.
• Work within the administrative office team to provide support for ongoing department functions.
• Serve as a knowledgeable resource, assist with inquiries, and provide staff training as needed.
• Review, resolve and respond to requests for information, data, services, etc.
• Maintain and promote positive communications and serve as a contact to Department members, faculty, staff, students, and the public.
• Coordinate external seminar speakers and faculty recruitment seminars.
• Assist with special events, such as departmental recognition events, retreats and special lectures. This may include taking RSVPs, reserving locations, making food reservations, and creating flyers/brochures.
• Maintain administrative PCard for expenses.

Percent of Effort: 80 - 100%
Type of Position: Regular
Pay Grade: 3B - https://hr.uiowa.edu/pay/pay-plans

The Roy J. and Lucille A. Carver College of Medicine is a highly ranked medical school where students learn to become accomplished clinicians and top-flight researchers and educators. Students come to Iowa to study medicine in a program that uses case-based learning as the basis of their education. With its emphasis on problem-solving skills, early exposure to patients, and enhanced community-based experiences, UI medical students typically earn impressive scores on Step 1 of the U.S. Medical Licensing Examination and successfully "match" with top-quality residency programs around the country.

Required Qualifications

• Bachelor's Degree or an equivalent combination of education and experience
• 1-3 years of recent and relevant experience in office administration in a large or complex unit
• Experience coordinating schedules
• Excellent customer service skills
• Demonstrated experience with writing and communication. Ability to help draft correspondence and communications at an executive level
• Excellent organizational skills and attention to detail
• Must be able to multi-task, work in a fast-paced and dynamic environment with frequent interruptions, effectively prioritize tasks to consistently meet deadlines, and follow up with related individuals
• Proficiency with desktop applications, including Microsoft Outlook, Word, Excel, PowerPoint, and Adobe Acrobat

Desired Qualifications

• Previous experience in academic medicine administration or support

• Experience with MAUI

• Experience with Dispatch, Power Point, and Qualtrics

• Knowledge of University of Iowa policies, procedures, IT services and systems

• Experience with website maintenance

• Demonstrated experience in developing, writing and editing

Application Process: In order to be considered, applicants must upload a resume or CV and cover letter (under submission relevant materials) that clearly address how they meet the listed required and desired qualifications of this position.

Job openings are posted for a minimum of 14 calendar days.

Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check. This position is not eligible for university sponsorship for employment authorization. Professional references will be requested at a later step in the recruitment process.

Please contact Anne Beyerink, anne-phillips@uiowa.edu for any questions.

Additional Information

• Classification Title: Admin Services Specialist
• Appointment Type: Professional and Scientific
• Schedule: Full-time

Compensation

• Pay Level: 3b

Contact Information

• Organization: Healthcare
• Contact Name: Anne Beyerink
• Contact Email: anne-phillips@uiowa.edu

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