Admin Services Coordinator - Physical Therapy & Rehabilitation Science

The Department of Physical Therapy and Rehabilitation Science in the Carver College of Medicine is looking for an Administrative Services Coordinator to assist with the operations of the department. Supervision is received from the Administrative Services Manager, DEO, and Administrative Services Specialist.

Position Responsibilities:

Operational Support & Management:

• Assist with admissions process by reviewing applications in the PTCAS system and confirming that all application material is complete for the over 500 applications that are received each year.
• Assist faculty with maintaining CCOM and CAPTE CVs.
• Maintain faculty publications on the departmental website, faculty ORCID accounts, and oversee department scholarship metrics.
• Assist faculty with preparing manuscripts for publication.
• Oversee course syllabi, ACE course evaluation distribution and summary, department course objectives, and curriculum analysis for CAPTE accreditation.
• Develop and maintain physical and electronic filing systems for the DPT program.
• Create and maintain database of DPT student compliances and monitor expiration dates.
• Create various surveys using Qualtrics and compile results of surveys using mail merge.
• Assist Directors of Clinical Education with tasks as needed.
• Set up student calendars in Outlook according to class schedules each semester.
• Create booklists each semester, confirming selections with faculty instructors.
• Maintain DPT student exam scores, GPAs and professionalism data each semester.
• Attend administrative management meetings and participate in workforce committees as assigned.
• Oversee the cultural diversity program with partner institution (NTUT University, Japan) for visually impaired students.
• Assist with planning and coordination of departmental events.
• Manage ICON for department and assist faculty with their individual ICON courses.
• Assist with department newsletter and recruitment material.
• Provide general administrative support to the DEO and department and perform tasks and duties as needed.
  

Financial Responsibility:

• Participate in cash handling policy.
• Initiate purchasing requisitions for office supplies and laboratory supplies.
• Initiate reimbursement for individuals participating in research studies.
• May assist with travel expense vouchers.

Human Resources:

• Provide functional supervision for students performing department duties.
• Assist students with their Student Organization events.
• Review of student fee program.

Strategic Planning:

• May assist in coordination/preparation of strategic plans in support of the DEO and department.

Communications Management:

• Monitor main department phone line, answer questions, and distribute calls as appropriate.
• Monitor departmental email and distribute emails as appropriate.
• Coordinate departmental mail (campus mail, USPS, and courier).
• Coordinate communications with prospective students interested in pursuing a career in physical therapy; provide them with necessary information and coordinate their visits.
• Liaise with Advising Center to schedule prospective student visits, coordinate with faculty Outlook calendars.
• Assist Directors of Clinical Education in communications with clinical sites.
• Prepare letters of appreciation for donations to the department.
• Handle confidential and departmental information with discretion.
• Maintain effective working relationships with faculty, staff, students, and the public.

Percent of Time: 100%

Pay Grade: 2B , $39,700 to commensurate

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

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Required Qualifications

• A bachelor's degree in an appropriate discipline or an equivalent combination of education and experience is required
• 6 months to 1 year of experience working in an administrative environment.
• Must be proficient in computer software applications (MS Word, Excel, Outlook).
• Demonstrated ability to meet deadlines, follow‐up, and multi‐task with minimal supervision.
• Demonstrated ability to work collaboratively across functions, levels, and departments.
• Demonstrated attention to detail and accuracy, handling multiple tasks, successfully establishing priorities, and managing frequent changes.
• Demonstrated organizational and project management skills.
• Excellent written and verbal communication skills to include proper grammar and punctuation.
• Demonstrated experience working effectively in a diverse environment.

Desirable Qualifications

• Some knowledge of University policies, procedures and regulations is desirable.
• Some knowledge of publication submission is desirable.
• Some (six months - 1 year) customer service experience is desirable.

Application Process: In order to be considered, applicants must upload a cover letter and 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. Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. For questions, contact Anne Beyerink at anne-phillips@uiowa.edu.

This position is not eligible for University sponsorship for employment authorization.

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

• Pay Level: 2B

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

Salary : $39,700