The Operations and Administration Coordinator is responsible for coordinating all aspects of departmental operations, program and service records systems, facilities management, external communications, and serves as the department's point of first contact for campus community members.
Specific Job Duties & Tasks:
Coordinate and schedule appointments for counseling clients, and for group meetings
Manage department website, social media accounts, and departmental listserves; coordinate and disseminate external communications for specific programs, services and initiatives
Communicate with HR representative regarding HR transaction needs for department
Respond to inquiries and provide basic guidance and advice; provide appropriate referrals to HR representative, Benefits Office, Student Care & Assistance, etc.
Monitor and maintain supplies inventory for all department programs and services, responding to inquiries and requests from staff, and ensuring appropriateness of expenditures
Initiate purchasing requests and communicate with designated Shared Services staff to ensure that needed supplies and items are procured in a timely manner, and expenses are charged to correct accounts
Participate in development, coordination and preparation of department planning initiatives
Create, monitor and manage task- and time-lines and provide reminders to contributors; prepare, proof and edit documents related to planning goals and action steps, and progress reports
Serve as primary contact for department to students, staff, faculty, and other individuals; provide information, respond to inquiries and/or complaints
Provide basic response to individuals in distress, using highly developed interpersonal skills, and information from available resources
Manage building access control and space scheduling, responding to requests, inquiries, and/or complaints based on policies in the University Operations Manual and departmental policy and procedures
Serve as departmental Building Coordinator for Bowman House and liaison with Facilities Management; monitor and receive staff and building user reports of repair and/or maintenance needs, and communicate those needs to Facilities Management; follow up as needed to ensure timely response to facility issues
For a detailed job description, please email Alaysia McAtee at alaysia-mcatee@uiowa.edu
About Women's Resource & Action Center (WRAC):
WRAC works to create greater equity for individuals and communities of all identities, with a particular focus on women, through activism, social justice initiatives, leadership training, advocacy, service, and personal and professional development.
About the Division of Student Life:
The Division of Student Life is comprised of staff that embrace new ideas and thoughts, works together to keep our students safe, and provides them with life-changing experiences. The Division of Student Life includes 15 departments that span from Recreation Services to the Office of Leadership, Service and Civic Engagement and everything in between. We believe in working together as one team to achieve our mission: fostering student success by creating and promoting inclusive educationally purposeful services and activities within and beyond the classroom.
Required Qualifications:
Bachelor's degree or an equivalent combination of related education and experience
Experience in office/program administration (typically 6 months - 1 year)
Experience maintaining student, patient, client, or other confidential records
Knowledge of basic office routines and functions and experience working with Microsoft Office
Excellent written and verbal communication skills and well developed interpersonal skills, demonstrated by successful experience in responding to a wide variety of inquiries, including routine information-seeking through individuals in distress needing assistance
Desirable Qualifications:
Knowledge of institutional policies, processes, and forms
Demonstrated ability to make decisions requiring interpretation and judgment
Experience in website management, social media, and/or electronic listserves/communication management systems
Ability to work collaboratively, and independently
Experience working in confidential setting
Application Details:
In order to be considered, applicants must upload a 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 required to self-disclose any conviction history and will be subject to a criminal background check. Up to 5 professional references will be requested at a later step in the recruitment process. For questions or additional information, please contact alaysia-mcatee@uiowa.edu
