Administrative Services Coordinator,IIHR

This Administrative Services Coordinator will provide 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.  

This position is not eligible for University sponsorship for employment authorization.

Specific Job Duties and Tasks:

• Coordinate and manage work processes/administrative procedures and policies to increase efficient and effective operations for IIHR – Hydroscience and Engineering. 
• 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. 
• Provide direct support to IIHR administration. Support the daily administrative activities, including coordination of specialized and routine events and activities and appropriateness of expenditures. 
• Assist with planning, developing, coordinating and implementing short- and long-range goals as outlined in the strategic plan for the project, program, unit, department, or college/division. Assist with assuring compliance with various policies or procedures. 
• May provide functional and/or administrative supervision of student support staff. 
• Monitor budget(s) for major IIHR events (symposia, conferences, large on-site meetings, etc.)  
• Provides support of purchasing process by receiving and documenting receipt of goods and services in person. 
• Gathers and distributes 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. 
• 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. 
• 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. 
• Collects, tracks, and organizes documents, files, and materials for review and use by IIHR leadership. 
• Maintain effective working relationships with faculty, staff, students, and the public. Serve as hub for internal communications with IIHR students, staff, and faculty. 

To obtain the full job description including key areas of responsibility, technical competencies, and desirable qualifications, please contact Alex-Schutman@uiowa.edu

About the College of Engineering

The College of Engineering at the University of Iowa is driven by talented faculty, staff, and students who are dedicated to producing knowledge that addresses grand challenges in advanced technologies, health sciences, sustainability, energy, and the environment. We pride ourselves on producing ethical, globally aware engineers whose work makes the world safer and more efficient. As a center of innovation and discovery, the College of Engineering is committed to improving the quality of life for our Iowa community, as well as for people across the United States and around the world.

We uphold the values of respect, community, and collaboration in all our endeavors, fostering a welcoming and respectful environment where members are valued and supported. Joining our team means becoming part of a supportive environment that values work-life balance and personal well-being. The University of Iowa offers a comprehensive benefits package, including health and wellness resources, dual career support, and opportunities for professional development. Learn more about working at the University of Iowa: Build A Career/Build a Life.

Education Requirement:

• A bachelor’s degree or an equivalent combination of education and experience is required. 

Required Qualifications:

• Minimum of 6 months of experience in an administrative capacity including office communications, coordinating meetings and events in support of individuals, teams, and/or units is required.   
• 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. 
• Must be proficient in 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.
• A valid driver’s license is required and continued compliance with the standards of the University Driving Policy.
• Strong interpersonal skills and demonstrated ability to work with others. 
• Role models service excellence. 
• Demonstrated attention to detail and problem-solving skills. 

Desired Qualifications:

• At least 3 years of work experience in an office setting. 
• Experience coordinating, scheduling, and supporting complex, multi-participant in-person and remote meetings.  
• Experience making travel arrangements and creating itineraries for others.  
• Knowledge of University policies and procedures. 
• Experience with University electronic systems is highly desirable. 

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 Alex-Schutman@uiowa.edu

Benefits Highlights

• Regular salaried position. Pay level 2B. 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

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

Compensation

• Pay Level: 2B

Contact Information

• Organization: College of Engineering
• Contact Name: Alex Schutman
• Contact Email: alex-schutman@uiowa.edu