Program Event Coordinator Jobs in Iowa (NOW HIRING)

Description
The Holden Comprehensive Cancer Center at the University of Iowa is seeking a Coordinator an Academic or Clinical Program Management & Services Associate to provide administrative support for programs such as the Post-Baccalaureate Fellowship Program (ICARE), HCCC Research Seminar Series, Career Development Series, Emerging Leaders Council, Scholar Exchange(s), PRSPR Club, mentorship enhancement efforts, and Postdoc Skill Building Series as part of the Holden Comprehensive Cancer Center (HCCC). This position will also represent OCCET at recruitment conferences. The goal of the OCCET is to establish and foster infrastructure that coordinates and facilitates educational opportunities to enhance the careers of cancer researchers, clinicians, and community providers. This office is a central hub of resources for trainees at every stage within the Holden Comprehensive Cancer Center. Key areas of responsibility include coordination of routine/non-routine and confidential tasks in support of the academic programs. Serve as point of contact for programs and provide information, guidance, and interpretation of UI academic policies and procedures. Coordinate enrollment, orientation, onboarding, courses, and events. Contribute to the strategic goals of the programs by upholding academic integrity, promoting student engagement, and supporting student success. May perform other duties as assigned. This position requires a high level of discretion, confidentially, attention to detail and accuracy, and independent judgement
This position is eligible for a hybrid work arrangement of both on-campus (UI Health Care) and remote work within the state of Iowa upon completion of a 6 month onsite training period, with the majority of work taking place on the U of I/UI Health Care campus. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program and related policies and employee travel policy when working at a remote location.
Duties to include:
Recruit, Admit and Retain Prospective and Current Students for Programs, Major Departments or Colleges

• Serve as the first point of contact via e-mail, telephone, and/or written correspondence for the programs.
• Consult with and communicate admission policies and procedures to current and prospective post-baccalaureate trainees.
• Liaison with UI Graduate College, OVPR Office, and Admissions to facilitate all aspects to admit and retain post-baccalaureate trainees.
• Assist with planning and attend campus recruitment activities for the programs. Assist with planning and attend career development programs. Represent the programs at events.
• Coordinate recruitment activities for prospective students. Serve as primary point of contact for interviewees, potential recruits, current and graduated learners, while maintaining confidentiality.
• Assist and advise student committees.
• Collect candidate admissions data from multiple sources; assist in developing and maintain detailed database.

Enrollment Management

• Assist in developing and implementing departmental courses in MAUI and ICON for the program. Submit course enrollment and grades through MAUI.
• Advise and inform post-bac program students. Monitor course enrollments and assist with scheduling and course selection. Grant special permission for courses. Evaluate non-program students for appropriate enrollment in restricted program courses.
• Appoint incoming students for programs with all HR processes, complete I-9 and other required onboarding. Request computer and building access. Edit and assemble orientation material and monitor for completion of compliances. Liaison with faculty mentors, the HCCC, and instructors, and supporting programs. Facilitate orientation events.

Academic Standards and Curriculum Policies

• Provide guidance and information to students regarding University of Iowa and program policies and procedures.
• Interpret and inform post-baccaluareate students on registration, curriculum requirements, and exam scheduling. Remind students of deadlines.
• Maintain documentation and records.

Academic Program Management (Planning, Designing, Integrating, and Evaluating Curriculum)

• Provide academic program coordination and administrative support for the ICARE Postbaccalaureate Fellowship Program, Career Development Series, Emerging Leaders Council, Scholar Exchange(s), PRSPR Club, mentorship enhancement efforts, and Postdoc Skill Building Series.
• Provide administrative support for HCCC Research Seminar Series.
• Collaborate in design of appropriate curriculum to support evolving requirements and ensure compliance with all regulatory bodies. Assist in identifying benchmarks and potential barriers for curriculum planning.
• Respond to all requests from funding sponsors. Attend virtual and/or in-person meetings hosted by funding sponsors, may include travel to national conferences.
• Assist in development of academic program materials.
• Develop tools such as surveys and data reports to evaluate feedback for curriculum development and teaching.
• Consult with program directors concerning appropriate methods of instructions, format, and student evaluation.
• Plan and coordinate program events.
• Maintain effective working relationships with faculty, students, and staff.
• Maintain contact with former students to track career and achievements. Monitor PubMed for publications and maintain database.

Budget Oversight and Management

• Plan and manage travel logistics and complex schedules for visiting seminar speakers, including arrangement for facilities, travel reimbursement, schedules involving calendar coordination, and catering.
• Initiate awards and payments to students in Departmental Scholarships and Grants portal, including recruitment incentives, tuition, and mandatory and/or international fees. Monitor U-Bills for payments by other departments.
• Collaborate with Shared Servies to purchase program supplies, academic materials, and promotional items, arrange travel, arrange events and catering, purchase and arrange recruitment travel, reimburse students and recruits for out-of-pocket expenses, and reconcile p-card.
• Collaborate with Shared Services to create invoices, initiate billing transactions, and maintain financial reports.
• Make recommendations on cost saving of supplies and recurring expenses.
• Review and track program expenses using EFR and maintain budget spreadsheets. Provide Program Director with financial updates.
• When trainees are matched with a mentor, notify mentor's department of financial obligations including stipend, tuition, and fees. Initiate mentorship agreement for signatures.

Operational Support and Other Duties

• Exercise discretion and judgment in providing confidential information to appropriate parties.
• Maintain compliances with knowledge of UI policies and procedures and other policies as applicable and assist in developing program policies and procedures based on external requirements.
• Compose and coordinate program related communications including letters, emails, posters and mailings, requiring a high level of attention to detail, excellent organizational skills and effective written, verbal and interpersonal communication skills.
• Perform special projects and other tasks as assigned.

SUPERVISION RECEIVED:
Administrative and functional supervision received by Administrative Manager for Career Enhancement
SUPERVISION EXERCISED:
None
UI Health Care Core Values (WE CARE)
Welcoming
We are welcoming to the community, partners, staff, and patients utilizing the collective strength of our people.
Excellence
We achieve and deliver our personal and collective best in the pursuit of quality and accessible health care, education, and research.
Collaboration
We collaborate with health care systems, providers, and communities across Iowa and the region as well within our UI community. We believe teamwork- guided by compassion- is the best way to work.
Accountability
We behave ethically, act openly and with integrity in all that we do, taking responsibility for our actions.
Respect
We create an environment where every individual feels safe, valued, and respected, supporting the well-being and success of all members of our community.
Empowerment
We commit to fair access to research, health care, and education for our community and opportunities for personal and professional growth for our staff and learners.
University of Iowa Health Care-recognized as one of the best hospitals in the United States-is Iowa's only comprehensive academic medical center and a regional referral center. Each day more than 12,000 employees, students, and volunteers work together to provide safe, quality health care and excellent service for our patients. Simply stated, our mission is: Changing Medicine. Changing Lives. ®
Holden Comprehensive Cancer Center is Iowa's only NCI-designated comprehensive cancer center. The NCI designation recognized our cancer center, and its research scientist, physicians, and other health care professionals, for their roles in advancing cancer research that impacts on our ability to prevent, detect and treat our patients with cancer. Not just a floor, or a building, or even confined to a single college. Holden Comprehensive Cancer Center coordinates all cancer-related research, education, and patient care by faculty from 41 departments and six colleges, as well as UI Health Care and UI Children's Hospital.
Percent of Time: 100%
Work Schedule: Monday - Friday, Hours generally worked between 7:00am-5pm
This position is eligible for a hybrid work arrangement of both on-campus (UI Health Care) and remote work within the state of Iowa upon completion of a 6 month onsite training period, with the majority of work taking place on the U of I/UI Health Care campus. Per policy, work arrangements will be reviewed annually, and must comply with the remote work program and related policies and employee travel policy when working at a remote location.
Pay Grade: 3A
https://hr.uiowa.edu/pay/guide-pay-plans
Benefits Highlights:

• Regular salaried position located in Iowa City, IA
• Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans
• For more information about Why Iowa?, click here

Qualifications
Required Qualifications

• A Bachelor's degree or an equivalent combination of education and experience is required.
• Some (1-2 years) administrative and academic experience.
• Demonstrated ability to meet deadlines, follow-up, and multi-task with minimal supervision.
• Demonstrated ability to work collaboratively across functions, levels, and departments towards shared objectives
• Demonstrated organizational and project management skills
• Excellent verbal and written communication skills
• Demonstrated proficiency in computer software applications, especially Microsoft Office Suite
• Demonstrated working proficiency in the ability to work with variety of individuals and groups in a constructive manner is required.
• Demonstrated initiative to lead and develop programs.
• Knowledge and ability to serve as an informal resource for trainees and applicants.

Desired Qualifications

• Experience planning and/or organizing meetings and group events and serving as a liaison for the organization
• Demonstrated desire for ongoing professional development
• Minimum of 3 years' experience working with graduate programs or fellowship or internship programs
• Experience with developing promotional materials and creative professional business correspondence
• Prior experience with academic software and applications such as MAUI, ICON, and external reporting systems.
• Knowledge of University of Iowa and University of Iowa Health Care policies, procedures, and regulations.

Application Process: In order to be considered, applicants must upload a resume and cover letter (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 7 calendar days.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.
References: Five professional references will be requested and required at a later step in the recruitment process
This position is not eligible for University sponsorship for employment authorization.
With additional questions, please reach out to Sarah Waldschmidt at sarah-waldschmidt@uiowa.edu