Office Coordinator

IIHR—Hydroscience and Engineering

IIHR—Hydroscience and Engineering (http://www.iihr.uiowa.edu/ (http://www.iihr.uiowa.edu/)) at the University of Iowa has an immediate opening for a full-time Office Coordinator for three months starting May 1, 2025. Candidates must have good written and verbal communication skills; have experience related to organizing, scheduling, and facilitating in-person and remote meetings and coordinating travel including arranging airfare, hotel reservations, registration, and drafting related itineraries. Experience with spreadsheets is also required and a valid driver’s license and continued compliance with the standards of the University Driving Policy (https://opsmanual.uiowa.edu/administrative-financial-and-facilities-policies/risk-management-insurance-and-loss-prevention-5). (University of Iowa Operations Manual Part V, Chapter 19).

This is a highly visible position serving as the first point of contact for IIHR calls and visitors while providing administrative and operational support to IIHR leadership, faculty, staff, and students. Duties involve the use of a computer, conventional office equipment, a variety of software programs (Microsoft Office Suite), and the use of a university vehicle.

Work Schedule and Pay:

40 hours per week Monday – Friday from 8:00 a.m. and 5:00 p.m. This position is 100% in-person and pays $18-$20 per hour commensurate with qualifications and experience. This position is not eligible for university benefits and is considered “at will”.

Duties:

Serve as hub for internal communications with IIHR students, staff, and faculty. Answer phones, greet and direct building occupants and visitors.

Organize, schedule, and facilitate in-person and remote meetings and coordinate travel including airfare, hotel reservations, registration, etc., and draft related itineraries, and other duties as needed.

Sort and distribute mail, receive packages, organize and maintain office supplies. Prepare, track, and manage outgoing mail, packages, and freight shipments for domestic and general international deliveries (FedEx, UPS, etc.). Distribute incoming mail.

Gather and distribute information, as appropriate. Must work within tight deadlines and across multiple competing tasks. Serve as a contributing team member with others in the IIHR office to address continually emerging opportunities and challenges. Draft and edit IIHR documents using Word, Excel, PowerPoint and other platforms and ensure content is correct and follows university style guides and brand messaging. Disseminate information as directed.

Maintain current office record-keeping systems. Maintain spreadsheets, hard copy and computerized files, account records, and a variety of other office records.

Track and facilitate building and workspace needs such as maintenance requests and office moves. Prepare desk space for new arrivals/departures/moves. Monitor, organize, and maintain IIHR meeting and other IIHR open and shared spaces.

Provide support for IIHR meetings and events (room reservations and set-up, order and pick up food, tracking RSVP’s etc.).

Update IIHR staff, faculty, and student information in various forms (database, website, email distribution list) tracking changes, arrivals, and departures.

May prepare IIHR student thesis and dissertations for binding. May format reports for research personnel.

Other duties as assigned.

Qualifications:

Education or Equivalency Required:

A bachelor’s degree or a minimum of two year of experience in an administrative capacity including office communications, coordinating travel and meetings in support of individuals, teams, and/or units is required. 

Required Qualifications:

Must be proficient in Microsoft Office 365 support tools including Microsoft Word, Excel and familiar with PowerPoint. (e.g., spreadsheets, word processing, e-mail, presentation software, and calendaring).

Must be able to provide regular and consistent in-person attendance between the hours of 8:00 a.m. and 5:00 p.m. Monday – Friday.

Demonstrated proficiency in both written and verbal communication with the ability to edit and/or compose grammatically correct documents in a logical and organized manner.

Ability to communicate effectively with faculty, staff, students, and the public.

Must be highly organized, able to follow instructions, and work on projects through completion.

Strong interpersonal skills and demonstrated ability to work with others.

Demonstrated attention to detail and problem-solving skills.

A valid driver’s license is required and continued compliance with the standards of the University Driving Policy (https://opsmanual.uiowa.edu/administrative-financial-and-facilities-policies/risk-management-insurance-and-loss-prevention-5). (University of Iowa Operations Manual Part V, Chapter 19).