Overview
Administrative-Coordinator Jobs in Indianapolis, IN at Indiana University Health
Posting Number
req22996
Department
COM Phx Campus Administration
Department Website Link
https://phoenixmed.arizona.edu/
Location
Greater Phoenix Area
Address
Phoenix, AZ USA
Position Highlights
As a Business Administrator, you will assist with managing the daily financial and administrative operations. You will be responsible for assisting the Director with budget management, maintaining monthly reporting, and working with managers and staff to provide business reporting support. Other duties will include support of department operational activities such as human resources liaison, space, inventory, and IT, as well as project and initiative activities that arise. A high degree of professionalism, organization, discretion, initiative, collaboration, and ability to follow instructions while using good judgment and problem-solving skills is expected. The candidate must be capable of performing various tasks independently and under the direction of a supervisor.
Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!
The University of Arizona has been recognized for our innovative work-life programs.
Duties & Responsibilities
Financial Management:
Responsible for financial management of departmental accounts including payroll management.
Prepare or coordinate preparation of financial and administrative reports; analyze and interpret statistics, financial data, and management planning data for predicting resource needs and developing long range plans.
Review and analyze the needs of staff, capital equipment/improvements, supplies and services.
Assist in managing the process for all department non-sponsored projects financial contract needs, including working with University contracting services and the departments Directors of Operations and Center Directors to ensure college financial agreements are in compliance and executed in a timely manner.
Work closely with the COM-P TReO post award managers to review personnel effort on sponsored projects and adjust the payroll distribution sheets accordingly, document changes and coordinate with the finance team assigned accountants.
Generate and following up on departmental invoicing to external entities and external partners.
Works closely with the COM-P finance teams assigned departmental accountants.
Budget Management:
Budget responsibilities include managing (internal, contract, local, etc.) budgets, preparing monthly & quarterly financial reports, and analyzing established performance objectives and measures.
Provide assistance with the preparation and management of departmental operating budgets for all funding sources (internal, contract, local, etc.) based on trend analysis, forecasting, and guiding principles.
Consult with Director on departmental shifts and trends associated with budget management to include operations, reconciliations, irregular and unusual transactions, and problem resolutions on a timely basis.
Advise department staff on financial matters when appropriate.
Analyze departmental expenditures and reports for data integrity and work with accounting team to allocate expenses appropriately.
Assist Director with financial and operating analysis and interpreting statistics, financial and management planning, predicting resource needs, and developing long range plans.
Assist Director with Developing and establishing procedures for the budget process and daily operations according to policies and procedures established by the university, college and outside governing agencies.
Employee Hiring and Onboarding:
Coordinates with the Dept. Admin in setting up faculty candidate interviews, itineraries and making travel arrangements for in-person interviews.
Works with the Director and Admin to manage and ensure electronic recruitment documents are organized.
Assists the Chair, Director and faculty with departmental hiring procedures for faculty and staff.
Works with the Finance team to ensure funding of position control numbers (PCN’s) generated by HR.
Works with the Admin Assist/Dept. Coordinator with On-boarding (introduction, computers, Zoom phone etc.) of faculty and staff.
Other Responsibilities:
Assist with managing a variety of operational processes and/or projects as needed, including updating and improving standard operating processes, procedures and practices.
Serve as contact/liaison to manage department inventory and bi-annual university capital inventory reporting process.
Interpret, implement, develop, and/or recommend changes to policies and procedures based on internal and external needs.
Communicate and follow up with faculty, staff and students with HR/Payroll/Bursar’s Office/Stipend related questions/issues.
Knowledge, Skills, and Abilities:
Excellent verbal and written communication skills.
Skill in preparing detailed reports on a timely basis.
Demonstrated ability to analyze and problem-solve.
Demonstrated skill in working independently and within a team environment.
Minimum Qualifications
Bachelor’s degree or equivalent advanced learning attained through professional level experience required.
Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.
Preferred Qualifications
Bachelor’s degree in Business Administration or related field of study.
At least 3 years higher education or government business experience.
Experience working with departmental hiring and recruitment activities.
Demonstrated experience with budgets and reports.
Experience with quality process management and improvement.
Professional demeanor and regard for confidentiality and handling sensitive information in a discreet manner.
FLSA
Exempt
Full Time/Part Time
Full Time
Number of Hours Worked per Week
40
Job FTE
1.0
Work Calendar
Fiscal
Job Category
Organizational Administration
Benefits Eligible
Yes – Full Benefits
Rate of Pay
$59,404 – $74,254
Compensation Type
salary at 1.0 full-time equivalency (FTE)
Grade
8
Compensation Guidance
The Rate of Pay Field represents the University of Arizona’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, key skills, and internal equity.
The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.
Career Stream and Level
PC2
Job Family
Administrative Operations
Job Function
Organizational Administration
Type of criminal background check required:
Name-based criminal background check (non-security sensitive)
Number of Vacancies
1
Target Hire Date
Expected End Date
Contact Information for Candidates
College of Medicine-Phoenix, Office of Human Resources
Open Date
5/30/2025
Open Until Filled
Yes
Documents Needed to Apply
Resume and Cover Letter
Special Instructions to Applicant
Application: The online application should be completed in its entirety. Blank or missed information may be considered an incomplete submission.
Letter of Interest: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).
Notice of Availability of the Annual Security and Fire Safety Report
In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University’s campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at [email protected].
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Title: Administrative-Coordinator
Company: Indiana University Health
Location: Indianapolis, IN
