Holden Comprehensive Cancer Center is seeking an Administrative Service Coordinator. This highly visible position performs executive level administrative support for the Holden Comprehensive Cancer Center (HCCC) administrative offices, including HCCC event planning/coordination, publications support and provides back-up support for the HCCC Associate Director of administration and HCCC Director. This position serves as the initial contact for visitors, faculty/staff and at times patients to the HCCC Administrative Offices via in person and telephone requiring direct contact with deans, directors, department heads and upper level executives. This role requires exceptional attention to detail, provides backup coverage for other HCCC administrative staff and performs other duties as assigned.
Duties To Include
- Assists with travel arrangements; prepares and submits travel request forms and expense vouchers.
- May assist in composing correspondence and/or coordinating administrative communications to Cancer Center members, faculty and staff through e-mail, letters and telephone.
- Provide initial telephone and reception coverage, responding to visitor, faculty, staff and occasional patient inquiries, demonstrating a knowledge of the assigned and related work areas; obtain and provide information; forward inquiries appropriately.
- Schedule appointments and meetings; review calendar in advance to identify conflicts, rescheduling as necessary; coordinate internal and external meetings; locate and schedule conference rooms; send out meeting planners and reminders.
- Responsible for HCCC event coordination, including but not limited to securing location and roomblock contracts; preparing and submitting dietary requisitions; preparation and distribution of mailings and agendas; taking minutes at planning meetings; arranging travel for staff and faculty in accordance with pre-determined guidelines and standards, event promotion and facilitation on day of event.
- There are three primary event types coordinated by Cancer Center Administration:
- Research related events: symposia, retreats involving the entire cancer center or specialized discussions among research programs disease specific interest groups and core services like imaging and informatics
- Community-based or patient related events like Service of Remembrance, Cancer Survivor’s Day and Adolescent Young Adult symposium
- Staff and Faculty events including the annual holiday party or other celebratory functions
- Responsible for the coordination of visiting faculty seminars, NCI and other funding institution site visits and staff training sessions: contact faculty, instructors and others to schedule seminars, conference rooms and AV equipment; create and distribute posters, agendas and other materials.
- Assist with the coordination/collection and preparation of data for research/grant proposals; evaluate requests for proposals (RFP); review proposals and assure completeness; route proposals.
- Perform queries and informational searches to generate specialized grant related reports; perform routine review of grant funding agency regulations to identify/obtain specific grant or guideline information and updates to assure information is integrated into grant submission documents appropriately.
- Compile publications for progress report and competitive renewal grant applications, maintain EndNote database, update journal impact factor grid, maintain MyNCBI database with HCCC Director, assist authors with NIHMS/PMCID compliance.
- Create and distribute Holden Highlights Newsletter twice per month.
- Perform editing, accuracy review and fact checking for internal communications.
- Route and distribute miscellaneous documentation to various University departments, Colleges and University Offices.
- Procure equipment and supplies for HCCC Administrative office and HCCC Shared Resources.
- Process and submit reimbursement requests.
- Design specialized reports, spreadsheets and presentations in response to multiple requests; maintain and update records and information; create and maintain databases related to various HCCC activities.
- Compose non-routine correspondence requiring independent judgment in the application of policies and procedures in both the assigned and related work areas and working within established guidelines.
- Reconcile monthly cash and check receipts with financial statements in compliance with UI Business Office, UI Foundation Check and Cash Receipt Procedures.
- Assist in submitting facility requests.
- Assist in meeting facilitation as needed including the preparation of agendas, minutes and online connectivity using various platforms including Skype, WebEx and Zoom.
SUPERVISION RECEIVED
Administrative supervision is received from the HCCC Associate Director for administration.
UI Health Care Core Values (WECARE)
Welcoming
We strive for an environment where everyone has a voice that is heard, that promotes the dignity of our patients, trainees, and employees, and allows all to thrive in their health, work, research, and education.
Excellence
We aim to achieve and deliver our personal and collective best in the pursuit of quality and accessible healthcare, education, and research.
Collaboration
We encourage collaboration with healthcare systems, providers, and communities across Iowa and the region, as well as within our UI community. We believe teamwork – guided by compassion – is the best way to work.
Accountability
We behave ethically, act with fairness and integrity, take responsibility for our own actions, and respond when errors in behavior or judgement occur.
Respect
We are committed to ensuring the UI Health Care is an inclusive environment where individuals from the full spectrum of diversity – which includes identity, backgrounds, cultures, ability, and perspective – feel safe, seen and valued.
Equity
We dedicate ourselves to equity and fairness in research, health care, education, and health.
University of Iowa Hospitals & Clinics—recognized as one of the best hospitals in the United States—is Iowa's only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients. Simply stated, our mission is: Changing Medicine. Changing Lives.®
Holden Comprehensive Cancer Center is Iowa’s only NCI-designated comprehensive cancer center. The NCI designation recognized our cancer center, and its research scientist, physicians, and other health care professionals, for their roles in advancing cancer research that impacts on our ability to prevent, detect and treat our patients with cancer. Not just a floor, or a building, or even confined to a single college. Holden Comprehensive Cancer Center coordinates all cancer-related research, education, and patient care by faculty from 41 departments and six colleges, as well as UI Hospitals and Clinics and UI Children’s Hospital.
Percent of Time: 100%
Pay Grade: 2B
https://hr.uiowa.edu/pay/guide-pay-plans
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
Required Qualifications
- A Bachelor's degree, or an equivalent combination of education and experience.
- 6 months to 1 year of administrative experience.
- Excellent written, verbal and interpersonal communication skills.
- Demonstrated experience with exceptional attention to detail.
- Demonstrated experience working with confidential information.
- Demonstrated excellent organizational skills.
- Proficiency in computer software applications, i.e. Microsoft PowerPoint.
Desired Qualifications
- Knowledge of University of Iowa policies, procedures and regulations.
- Grant related experience.
- Event planning/coordination experience .
- Knowledge of computer software programs regarding surveys or publications.
Application Process: In order to be considered, applicants must upload resume 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 subject to a criminal background check. This position is not eligible for University sponsorship for employment authorization. For questions, contact Sarah at sarah-waldschmidt@uiowa.edu.
Additional Information
- Classification Title: Admin Services Coordinator
- Appointment Type: Professional and Scientific
- Schedule: Full-time
Compensation
Contact Information
- Organization: Healthcare
- Contact Name: Sarah Waldschmidt
- Contact Email: sarah-waldschmidt@uiowa.edu