Admin Services Administrator - Department of Molecular Physiology & Biophysics
University of Iowa

Position Summary

This position will plan, organize, and manage administrative operational functions of high complexity for the Department of Molecular Physiology and Biophysics in the Carver College of Medicine in order to maintain and achieve the mission and goals of the Department with the commitment of excellence in research, teaching, and professional services. In collaboration with the Department Executive Officer (DEO), this position will provide a high degree of discretion and independent judgment while managing and directing administrative services in operations, financial management, human resources, strategic planning, information and communications management, and facilities management.

Position Responsibilities:

Operational Support

• Manage and oversee daily operational functions of the department
• Solve operational problems for the department. Recommend solution to problems of a non-routine nature to DEO
• Interpret and implement policies and procedures across multiple functions
• Direct and manage capital and facility asset projects and maintenance
• Provide supervision and establish work priorities for administrative and other assigned staff

Strategic Planning

• Assist with formulating strategic initiatives, program development, and fiscal operations
• Collaborate with DEO and CCOM administration to formulate, implement, manage, and evaluate strategic initiatives needed to address changing departmental mission, goals, and needs

Information & Communication Management

• Oversee the information management process and submission of departmental data to various external agencies
• Review and implement communication strategy in department as required by the DEO
• Produce faculty research grant portfolios utilized for faculty projections and performance reviews
• Review, resolve and respond to requests for information, complaints, and grievances
• Serve as administrative liaison to committees, task forces, and other groups as assigned by the DEO

Financial Responsibility

• Direct and manage overall budget and fiscal activities for the department
• Prepare the department's annual budget, provide maintenance throughout the year, and manage year-end closing activities
• Develop management reports and analyze financial operations
• Coordinate the administrative preparation of grant proposals for external funding and advise faculty of research support activities, grant requirements, and changes in policies and procedures
• Coordinate the preparation of financial reports to assist PI's in projecting their research funding into the future based on staffing and other anticipated expenditures
• Provide support to researchers including dissemination of information on grant and contract requirements, budget development, appropriateness of expenditures, rebudgeting, and extension requirements
• Assist faculty and staff in identifying new sources of funding for research and educational development programs
• Manage all departmental accounts to ensure compliance according to various uses, regulations, and guidelines
• On behalf of the DEO, review all expenditures and have final approval authority for all financial transactions
• Delegated signature authority on all departmental accounts

Human Resources

• In conjunction with senior HR leadership in shared services, oversee all HR functions for faculty (in a role this is advisory to the DEO), staff, and student employees
• Assure compliance requirements are met for UI policies as well as external funding agency and government requirements
• Provide oversight and advice on HR issues and supervisory responsibilities to first-tier supervisors
• Administer and support faculty, postdoctoral fellow, and staff search and selection processes
• Assist DEO in the administration of the annual review of faculty and the promotion and tenure review process
• Supervise administrative staff who support the academic, research, business, and technical functions of the department. Make recommendations regarding salary increases, promotions, and reclassifications. Assess strategic needs and make decisions on staffing levels

Our mission is to inspire and educate world class health care providers and scientists for the people of Iowa and our global community. Researchers in the College's over 280 laboratories are served by state-of-the-art core research facilities and research support facilities. Much of the research conducted is interdisciplinary and collaborations are fostered and coordinated through major research centers, institutes, and programs. Many faculty members are internationally renowned for their research. Two faculty members are Howard Hughes Institute Investigators, 12 are members of the Institute of Medicine and two are members of the National Academy of Sciences.

Percent of Time: 100%

Pay Grade: 6A https://hr.uiowa.edu/pay/pay-plans/professional-and-scientific-pay-structure

Type of Position: regular

Required Qualifications:

• Master's degree in business administration or related field or an equivalent combination of education and experience
• Considerable experience related to fiscal management or administration.
• Excellent interpersonal and relationship-building skills
• Strong analytical skills, attention to detail, and ability to prioritize while working in a fast-paced environment
• Proficiency in computer software applications including MS Office
• Demonstrated experience working effectively in a welcoming and respectful workplace environment

Desirable Qualifications

• Experience with grant accounting including grant submission, pre-and post-award management of federal and privately funded projects, and policies/procedures related to grant administration
• Experience working in an academic research department
• Experience supervising staff and working with human resources including immigration procedures
• Experience with facilities management
• Knowledge of University of Iowa policies, procedures, and regulations

Application Process: In order to be considered, applicants must upload a cover letter and CV or resume (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. This job may be removed from posting and filled any time after the minimum posting period has ended. Applications will be accepted until the position is filled. Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check. Professional references will be requested at a later step in the recruitment process.

for additional details on this position please contact anne-phillips@uiowa.edu.

Additional Information

• Classification Title: Admin Services Administrator
• Appointment Type: Professional and Scientific
• Schedule: Full-time

Compensation

• Pay Level: 6A

Contact Information

• Organization: Healthcare
• Contact Name: Anne Beyerink
• Contact Email: anne-phillips@uiowa.edu

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