What are the responsibilities and job description for the Administrative Services Specialist, Dental Administration – College of Dentistry position at Jobs@UIOWA?
The College of Dentistry is seeking a proactive, highly organized, and resourceful professional to provide comprehensive administrative and operational support to the Executive Associate Dean. This position plays an important role in supporting faculty development and academic processes while ensuring the effective day-to-day operations of the office.
This is an excellent opportunity for an individual who demonstrates independent judgment, attention to detail, strong communication, , and a collaborative approach. Join our team and help support the faculty, programs, and initiatives that contribute to the continued success of the College of Dentistry.
For a full job description, please email COD-Requisitions@iowa.uiowa.edu.
Job Duties:
- Coordinate faculty development programs, including new faculty orientation, onboarding, and seminars.
- Coordinate faculty promotion, tenure, and review processes, including committee support, scheduling, and documentation.
- Maintain faculty records and documentation supporting accreditation, annual reviews, and departmental evaluations.
- Coordinate faculty award nominations and recognition activities.
- Manage the Executive Associate Dean’s calendar, meetings, travel arrangements, and special projects.
- Prepare professional correspondence, reports, presentations, spreadsheets, mailing lists, organizational charts, and other administrative materials.
- Serve as a primary point of contact for the Executive Associate Dean’s office and facilitate effective communication among faculty, staff, university leadership, and other stakeholders.
- Maintain procurement card documentation and assist with monthly expense reconciliation.
- Support process improvement, strategic planning, and organizational change initiatives.
- Provide additional administrative and operational support as needed.
Admin Services Specialist – PAA2
College of Dentistry – Dental Administration
Salary: $63,810 to commensurate (Pay Grade: 3B)
Schedule: Monday through Friday, 8:00am to 5:00pm
May require occasional after hours and weekends, as needed.
Work Location: Onsite.
After successful completion of one full year of employment, a hybrid work arrangement may be considered based on need and performance. Per policy – work arrangements will be reviewed annually, and must comply with the remote work program and related policies as well as employee travel policy when working in a remote location.
REQUIRED Qualifications:
· Bachelor’s degree in relevant area, or an equivalent combination of education and relevant experience.
· 1 year experience providing executive-level administrative support, preferably in a complex academic environment, to include:
o Complex calendar and meeting coordination.
o Preparation of correspondence, reports, presentations, and meeting materials.
o Coordination and tracking of projects, activities, and deadlines.
· Demonstrated ability to independently manage multiple priorities, projects, and deadlines with accuracy and attention to detail.
· Demonstrated ability to exercise independent judgment, initiative, and discretion/confidentiality.
· Experience coordinating meetings and/or events, including scheduling, materials, logistics, and follow-up.
· Demonstrated ability to interpret and apply policies, procedures, and established processes.
· Ability to work independently, anticipate needs, troubleshoot issues, and follow through to resolution.
· Ability to effectively interact and build working relationships with individuals at all levels of an organization.
· Ability to maintain confidentiality in all areas of responsibility.
· Excellent written, verbal, and interpersonal communication skills.
· Experience utilizing:
o Electronic calendaring and virtual meeting software, including virtual meetings.
o Word processing software, to include mail merge.
o Spreadsheet software (preferably including experience with pivot tables, and graphical presentation of data).
o Presentation software
HIGHLY Desirable Qualifications:
· Experience supporting faculty affairs, including promotion, tenure, and/or faculty review processes.
· Experience working with confidential matters requiring interpretation and application of institutional policies and procedures.
· Experience making routine content updates to websites using a content management system (CMS).
Desirable Qualifications:
· Experience with web-based application interfaces and dashboards.
· Experience with Teams functionality.
· Experience utilizing Artificial Intelligence (AI) such as CoPilot, ChatGPT, or Claude, etc.
· Knowledge of faculty governance, academic policies, and faculty lifecycle processes.
· Knowledge of and experience applying University of Iowa policies, procedures, and administrative guidelines in support of daily operations.
Position and Application Details:
In order to be considered for an interview, applicants must upload a Resume and Cover Letter (and mark as “Relevant File”) to the submission. 3 Names of Professional Reference may be requested at a later date.
Position NOT eligible for University Sponsorship of Employment Authorization.
Job openings are posted for a minimum of 7 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended. For questions or additional information, please contact COD-Requisitions@iowa.uiowa.edu.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.
About Iowa:
Joining the University of Iowa means becoming a vital part of the Hawkeye community, where your work directly impacts education, research, and student success.
Enjoy exceptional health coverage, university-paid life insurance, robust retirement plans, and generous leave policies. Benefit from 24/7 support services, well-being resources, and access to UI Health Care specialists. Grow professionally with advanced training, leadership development, and tuition assistance.
Iowa City offers a great quality of life with world-class performances at Hancher Auditorium, Big Ten athletics, top-ranked public schools, and outdoor recreation.
Join us in making a difference at a leading Big Ten university and premier public research institution.
Salary : $63,810