Admin Services Coordinator 100% - Emergency Medical Services Learning Resource Center - University of Iowa : Job Details

This position supports the Emergency Medical Services Learning Resources Center (EMSLRC) as well as the Director of the EMSLRC. Key areas of responsibility include operational support, information management, communication, financial management, and program documentation. This position requires a high level of discretion, confidentiality, attention to detail and accuracy, and independent judgment.

Position Responsibilities:

* Operational Support and Management:

* Serve as primary contact and liaison for Director, faculty, staff, and students in matters related to the Emergency Medical Services Learning Resources Center.

* Make decisions and exercise a high level of autonomy while performing administrative management responsibilities for the Division Director including managing schedules, correspondence and travel arrangements.

* Collect, tabulate and analyze data and prepare reports and spreadsheets as needed by the Division Director, EMS Instructors, and or EMS organizations, and others as designated.

* Act as primary liaison for student and course satisfaction reports through weekly updates to faculty and staff and providing customized reports for division and departmental leaders.

* Plan and coordinate the logistical and financial aspects of courses, special program, events, and conferences.

* Attend all staff meetings as recorder of minutes and provide documentation to Director.

* Maintain online systems to include division website, course registration system, and advertisement systems.

* Financial Responsibility:

* Initiate purchasing requests for supplies and equipment.

* Assist with monitoring of accounts/expenditures.

* Assist with course, monthly, quarterly, and annual reports as directed by Division Director.

* Reconcile statements, including cash handling and deposits.

* Act as a key constituent in cash handling process for all division checks, cash, and credit cards received.

* Strategic Planning:

* May assist in the coordination/preparation of strategic plans in support of the Director through the compilation

of reports, maintaining course schedules.

* Information Management:

* Coordinates high level meetings such as clinical, advisory, and policy committees, site visits for external

agencies, and internal/external student recruitment meetings.

* Collects, prepares and distributes meeting notes and briefing materials as assigned.

* Initiates subsequent follow-up meetings and communication for key stakeholders

* Evaluates requests and exercises discretion and judgement in providing confidential information.

* Develop and distribute highly summarized financial reports and balances to Division Director on a monthly basis

and for ad hoc requests.

* Communication Management:

* Serves as the first point of contact and receptionist of the EMSLRC.

* Prepares correspondence with internal and external constituents, as well as student, clinical sites, and

instructors.

* Manages the Student Relationship Manager database to monitor potential students, compile appropriate

recruiting materials, and send correspondence to potential students, clinical sites, or field internship sites.

* Prepare and distribute course materials as requested by program staff and required by parent organizations.

* Assist with the preparation of required annual reports to include CoAEMSP Accreditation, Iowa Department of

Public Health, Division, Administration, Financial Aid, Veteran Affairs, and others as requested.

* Program Documentation:

* Coordinates communication between program and program applicants via email, telephone, and written

correspondence.

* Coordinates student interviews in courses where an interview is required.

* Tracks student documentation to ensure compliance with accrediting bodies and program requirements.

* Distribute, collect, and tabulate all evaluation forms regarding student, instructors, clinical, and field internships,

graduate, employers, and others as assigned.

Education Requirement:

* A bachelor's degree in business or related field or an equivalent combination of education and experience.

Experience Requirement:

* Minimum 6 months of experience providing administrative operations support.

* Demonstrated ability to work autonomously, maintain confidentiality, and prioritize tasks while possessing a strong attention to detail.

* Demonstrated ability to meet deadlines, follow-up, and multi-task with minimal supervision

* Demonstrated ability to work collaboratively across functions, levels and departments toward shared objectives.

* Excellent communication skills at the verbal, written and presentation levels.

* Must be highly proficient in computer software applications (MS Word, Excel, Outlook)

Highly Desired Qualifications:

* Demonstrated administrative experience in a large complex organization.

* Experience collecting and managing data.

* Experience with complex recruitments

* Demonstrated organizational and project management skills.

* Demonstrated customer service experience in a fast-paced environment.

Application Process: In order to be considered, applicants must upload a resume and cover letter clearly addressing how the required and desired qualifications of this position have been met. Up to 5 professional references will be requested at a later step in the recruitment process. 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. This position is not eligible for University sponsorship for employment authorization. For questions, contact Katie McVay at Katie-McVay.uiowa.edu.

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: Healthcare

* Contact Name: Katie McVay

* Contact Email: [email protected]