Admin Services Coordinator Finance

The Administrative Services Coordinator provides operational administrative and project support for the Finance and Accounting team. This position manages daily workflow coordinates communications supports information gathering and ensures efficient execution of projects meetings and financial or HR-related activities. The role requires exceptional organizational skills professionalism and the ability to exercise moderate autonomy while supporting directors managers and staff across finance and accounting.

Position Responsibilities:

Operational Support & Management

• Coordinate daily operations for the finance leadership team ensuring efficient workflow and timely execution of work assignments.

• Provide high-level administrative support including Outlook scheduling meeting preparation drafting correspondence and maintaining shared drive documentation.

• Prepare project updates executive summaries presentations and meeting materials.

• Review existing processes and develop recommendations to improve operational efficiency and workflow.

Manage mail distribution and serve as the primary operational contact for designated areas.

Financial Responsibility

• Initiate purchasing requests for supplies/equipment and serve as a liaison for budget-related transactions.

• Monitor accounts and expenditures and reconcile financial statements.

• Prepare and assemble operational and financial data for reporting presentations and leadership decision-making.

Human Resources Support

• Provide administrative support for recruitment activities including applicant review interview scheduling and preparation of interview materials.

• May provide functional guidance or administrative supervision to student employees or temporary staff.

• Serve as a primary bi-weekly ELMS approver for staff.

• May provide functional and/or administrative supervision of staff.

Information & Communications Management

• Serve as the primary contact for internal and external inquiries related to assigned programs projects or operations.

• Gather information from multiple data sources (ELMS Epic spreadsheets reports) to support leadership reporting needs.

• Prepare and distribute correspondence communications and updates on behalf of Finance leaders.

• Ensure clear professional service-oriented communication aligned with UI Health Care customer service expectations.

Strategic & Project Support

• Assist in coordinating strategic initiatives and project plans that support Finance goals.

• Proofread and edit documents related to planning regulatory requirements performance monitoring and process improvements.

• Support leadership by organizing project workflows monitoring progress and assisting with follow-up actions.

• Serve as a liaison between Finance and Accounting PFS leadership UI Health Care teams the Carver College of Medicine and external partners on project-specific matters.