Admin Services Coordinator

The Rural Policy Research Institute (RUPRI), RUPRI Center for Rural Health Policy Analysis and Rural Health Value is looking for a 75%-100% candidate to contribute towards its success.  Performs work involving recurring contact with administrators and executives, Research Center Directors, the Director/CEO, HMP Faculty, and other public and private officials.  Exercises a high level of discretion in obtaining and providing factual and confidential information requiring knowledge of both the assigned and related work areas and institutional operations. Hybrid work arrangement negotiable.

Operational Support and Management:

Support the daily operations of the Rural Policy Research Institute (RUPRI), including coordination of specialized events and activities, appropriateness of expenditures, contract or grant requirements, and changes in policies and procedures.

Make decisions and exercise a high level of autonomy while typically performing administrative support/management responsibilities for the Director of RUPRI including managing schedules, correspondence, and travel arrangements.

Manage complex schedule for high-level research director requiring discretion of calendar activities and prioritization of appointments. 

Maintain files including CVs, publications and research documents, RUPRI completed projects (briefs and papers), research email distribution lists 

Initiate standard forms and documents such as purchasing, accounts payable, travel requests, travel expense vouchers and affirmative action forms.  Prepare travel reimbursements and maintain files regarding travel. 

Assist RUPRI Director with meeting deadlines to conference and invited speaking engagements by tracking due dates, corresponding with conference coordinators, making sure all travel arrangements are made, preparing and sending presentations, bios, photos, completing online registrations and preparing expense reports for reimbursement to outside organizations.  Log all travel expenses for tracking of reimbursement and maintain contact information for follow up. Send new project announcement out via Dispatch, Facebook and LinkedIn. Send new products and presentations completed by the RUPRI Center, RUPRI.org and Rural Health Value to post on websites.

Financial Responsibility:

Initiate purchasing requests for speakers and off-campus events.

Monitor accounts/expenditures; reconcile statements. 

Participate in budget preparation including calculation of projected costs and expenses necessary for grant proposals or other related financial accounts.

Event planning, requires knowledge of contracts with hotel meeting sites, working with UI purchasing and USS CPH accountants. Setup trips in workflow prior to travel.

Process travel reimbursements and honorariums

Pcard – reconcile monthly (sending all receipts to USS  CPH)

Memberships and conference registrations

Schedule monthly budget meetings

Information Management:

Serve as primary contact for the Director of RUPRI by providing information and responding to inquiries. 

Gather and provide information using available resources.

Assist with collecting and compiling data for reports including budget preparation for grants and/or contracts; prepare biosketches. Knowledge of ORCID and NIH biosketches. Determine format and presentation style based on instructions from funding agency and arrange