Administrative services coordinator - 80%-time position
Position summary
Contribute to the success of Heartland Center for Occupational Health and Safety and WORKSAFE IOWA by providing support for Center meetings, coordinating continuing education events (i.e. conferences, seminars and courses) and assisting with outreach activities for occupational health and safety professionals through planning, promotion, implementation and evaluation.
Position Responsibilities
Operational Support And Management
Support the daily operational activities associated with the Continuing Education (CE) Program and its events (i.e. conference, seminars, and courses) and outreach activities. Monitor status of each event. Analyze program data, develop reports, and oversee activities including ongoing coordination of continuing education events.
- Assist with planning and organizing continuing education events
- provide on-site coordination at continuing education events
- complete post-program tasks as needed or as requested by the CE director
- provide support for Continuing Education and Outreach Program Director and administration such as assisting with budget preparation; preparing periodic reports and tables; create filing systems and maintain program files; and other administrative duties as requested.
- plan, organize and monitor meetings of the Continuing Education Advisory Committee, and other meeting as designated by CE and Outreach Director.
Human Resources (HR)
May provide functional and/or administrative supervision for students/temporary staff.
Financial Responsibility
- may generate income through continuing education events
- order office supplies as needed
- initiate purchasing requests for event supplies and equipment
- initiate and monitor payment of continuing education event expenses including by not limited to speaker fees, hotel/course site expenses, and continuing education credit fees
- monitor continuing education event expenditures
- advise Director of Continuing Education and Outreach on budgetary needs or discrepancies.
Strategic Planning
Assist in the coordination/preparation of strategic plan for the Heartland Center Continuing Education and Outreach programs.
Information Management
Coordinate applicable compliance related activities -
- complete annual continuing education performance data tables as required by federal funding agency
- maintain continuing education performance data tables for periodic competitive renewal applications with federal funding agency
- prepare required documentation for awarding of physician category 1 credit, nursing CEUs and ABPM Maintenance of Certification (MOC) credit for each continuing education event
- prepare ABPM MOC application and required documentation
- coordinate the evaluation each continuing education event including verbal feedback, post-course evaluation data and 2–4-month impact evaluation data. Analyze evaluation data for quality improvement initiatives related to continuing education conferences, seminars and courses including but not limited to overall impact, satisfaction, speaker quality, location/facilities, and cost.
Communications Management
Counsel and provide liaison with appropriate individuals/agencies regarding the continuing education program-
- serve as the primary contact for the continuing education program by seeking needed information, providing information and responding to inquires
- gather and provide information using available resources
- serve as liaison with partners and staff inside and outside The University of Iowa
- work cooperatively with these and other organizations to plan, organize and coordinate numerous continuing education events throughout the year as well as obtain continuing education credit
- assist with outreach, information dissemination and research to practice (r2p) activities to other institutions, businesses, community groups and agencies located in Iowa, Federal Region VI (Iowa, Kansas, Missouri, and Nebraska) and beyond while maintaining a focus on needs and impacting practitioner environment
- Assist in the selection of and create content (may include interviewing experts) and distribute the quarterly ERC newsletter outreach publications).
- Assist in the maintenance of the centers social media accounts e.g. Twitter, Facebook and LinkedIn.
Required Qualifications
Bachelor’s degree or an equivalent combination of education and experience.
Demonstrated experience with program coordination (6 mo. – 1 year).
Demonstrated ability to manage concurrent objectives, projects, groups, or activities, proactively making effective judgments as to prioritizing and time allocation. Ability to follow-up and multi-task with minimal supervision and be highly responsive in a deadline-oriented environment.
Strong organizational skills and attention to detail; understanding of the necessity and value of accuracy and attention to detail; ability to process information with high levels of accuracy.
Schedule flexibility is needed to coordinate and attend early morning, late afternoon and evening conferences, seminars and courses.
Excellent written, verbal and interpersonal communication skills.
Experience with word processing, spreadsheets, desktop publishing or presentation software.
Ability to occasionally travel overnight, Driver's License, and meet the requirements of the University Fleet Safety Program driving standard.
Desirable Qualifications
Ability to plan, organize, and execute events and to coordinate resources before, during and after an event.
Some knowledge of university practices, rules and regulations.
Application Process
In order to be considered for an interview, applicants must upload the following documents and mark them as a “Relevant File” to the submission:
- Resume
- Cover Letter
- Candidates invited for an interview will need to provide 3 examples of created publications (flyers, brochures, newsletters, etc.).
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 subject to a criminal background check and education verification. Up to 5 professional references will be requested at a later step in the recruitment process.
This position is eligible for a combination of on-campus and remote work. Work arrangement options will be discussed during the hiring process.
Additional Information
- Classification Title: Admin Services Coordinator
- Appointment Type: Professional and Scientific
- Percent time: 80%-time
- Schedule: Work arrangement options will be discussed during the hiring process.
- Work Modality Options: Flexible hybrid, but at least 50% time on campus.
Compensation
Contact Information
- Organization: Department of Occupational and Environmental Health in the College of Public Health
- Contact Name: Lisa Irving
- Contact Email: lisa-irving@uiowa.edu
Additional Information
- Classification Title: Admin Services Coordinator
- Appointment Type: Professional and Scientific
- Schedule: Part-time
- Work Modality Options: Hybrid within Iowa
Compensation
Contact Information
- Organization: College of Public Health
- Contact Name: Lisa Irving
- Contact Email: lisa-irving@uiowa.edu