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Admin Services Specialist

Company: University of Iowa
Location: Iowa City
Posted on: May 2, 2021

Job Description:

UI Health Care Marketing and Communications seeks an Administrative Services Specialist to provide financial/budgeting and administrative oversight for the department. This position coordinates the efforts to create a cohesive and dynamic department by assisting with development and implementation of policies and procedures related to the success of the department. Key areas of responsibility include operations, finance, human resources, strategic planning, and information management.Key areas of responsibility:Financial Responsibility* Assist with development of annual departmental budget and submission* Work with division leaders to develop and maintain yearly budget tracking documents* Partner with purchasing department to manage large, complex contracts, including bidding, tracking and annual renewals.* Effectively manage vendor relationships.* Analyze financial data and information and develop reports to highlight budgetary needs or discrepancies* Prepare monthly and quarterly budget reports and monthly balance sheet for distribution to department leadership* Develop and manage departmental procedures related to monitoring, tracking, and reconciling expenditures, including POs, Purchasing Card, Professional Services Agreements (PSA), internal requisitions, travel expense vouchers* Maintain knowledge, rules, and regulations of purchasing and accounts payable to assist in making sound financial decisions* Provide guidance and direction to administrative services coordinators related to daily expenditures and budget tracking of departmental divisions* Ensure compliance with all related policies and proceduresOperational Support & Management* Serve as the lead of the Marketing and Communications department administrative support team, provide supervision to the department Administrative Services Coordinators* Develop, implement, and manage policies and guidelines for the Administrative Services Coordinators* Make decisions and exercise a high level of autonomy while performing administrative responsibilities for the department* Assist in MarCom project management and project tool, timelines, and team meeting facilitation* Manage general office equipment, computer purchasing, installation and software and special equipment and tools needed for the department* Oversees and maintains departmental lists* Assist with development and implementation of departmental policies and procedures* Serve as the MarCom liaison for various administrative or departmental initiatives* Manage and coordinate Fleet Services and Travel policies, procedures and protocols including vehicle leasing, parking; training and appropriate checklists for MarCom staff* Support changes in policy and procedure* Other duties as assignedHuman Resources* Manage and maintain the department's onboarding manual and onboarding processes and protocols and provide primary onboarding and offboarding support to MarCom employees including access to UI Health Care and university systems, IT coordination, and logistics* Act as the liaison between the HR office and Marketing and Communications* Act as ELMS controller for MarCom* Coordinate professional development activities and trainings for the department* Provide supervision to department administrative services coordinatorsStrategic Planning* Prepare financial and data driven department reports for strategic planning and assessment* Assist in the coordination/preparation of strategic plans in support of the department and its divisionsInformation Management* Assist in the preparation of periodic and special department/divisional reports.* Update and maintain department dashboardCommunication Management* Compose and manage related communications requiring a high level of confidentiality, attention to detail, excellent organizational skills and effective written, verbal, and interpersonal communication skills* Maintain effective working relationshipsRequired Qualifications* Bachelor's Degree or an equivalent combination of education and experience* 3-5 years of related administrative and financial/budgeting experience* 1-3 years of database management experience* Excellent oral, written and interpersonal communication skills* Proficiency in computer software applications including MS Word, Excel, PowerPoint, and Outlook* Proficiency creating financial formulas and PivotTables to analyze data in Excel* Excellent organizational skills* Demonstrated bookkeeping skills* Ability to work in fast paced environment under minimal supervisionDesired Qualifications* Master's degree is desired* Demonstrated experience successfully managing large, complex contracts, including bidding, tracking and annual renewals. Excellent vendor management skills* Experience reviewing and managing financial data and expense budgets* Experience interpreting, classifying, analyzing, reporting, and summarizing financial data* Experience using Jira* Administrative experience in an academic medical center* Knowledge of University of Iowa and UI Health Care policies and procedures* Previous experience working in a service excellence/customer focused environment* Experience supervising small teamsApplication Process: In order to be considered, applicants must upload resume and cover letter and mark them as a "Relevant File" to the submission.Job openings are posted for a minimum of 14 calendar days and may be removed from posting and filled any time after the original posting period has ended.Successful candidates will be subject to a criminal background check. Up to 5 professional references will be requested at later step in the recruitment process.This position is not eligible for University sponsorship for employment authorization.Additional Information* Classification Title: Admin Services Specialist* Appointment Type: Professional and Scientific* Schedule: Full-timeCompensation* Pay Level: 3BContact Information* Organization: Healthcare* Contact Name: Sharon Kramer* Contact Email: (see below)

Keywords: University of Iowa, Iowa City , Admin Services Specialist, Accounting, Auditing , Iowa City, Iowa

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