Admin Services Specialist

University of Iowa•Iowa City, IA

About The Position

The Department of Dermatology is seeking an Administrative Services Specialist to serve as the Executive Assistant to the Department Executive Officer (DEO) and Department Administrative Officer (DAO) and function as the department’s communications specialist. Primary responsibilities include supporting operational and planning activities and ensuring the timely flow of information to and from the Offices of the DEO and DAO with both internal and external colleagues and constituents. The Specialist will be assigned specific projects related to the work of the DEO, DAO, and the Department and must demonstrate strong proficiency in managing details, timelines, and meeting expectations. In addition, this individual will plan, develop, implement, and evaluate inter- and intra-departmental communication and outreach efforts that represent the Department through various materials and channels, including print, digital, broadcast, and social media; public events; displays and exhibitions; and public speaking engagements. The Specialist will also provide secondary administrative support to Department faculty. The ability to remain flexible and approach workload with a collaborative, team-oriented mindset is essential. A high level of professionalism, confidentiality and independent judgment is required in this role.

Requirements

Bachelor’s degree in a related field, or an equivalent combination of education and relevant experience, required.
1–3 years of recent, relevant administrative experience supporting executives or senior leaders within a large organization.
Demonstrated professional writing and communication skills, with the ability to independently draft executive-level correspondence and collaborate effectively with a wide range of audiences.
Proficiency in Microsoft Office applications, including Excel, PowerPoint, Teams, and Word.
Strong attention to detail and accuracy, excellent organizational skills, and the ability to manage multiple tasks in a fast-paced environment. Demonstrated ability to proactively prioritize competing requests and meet deadlines. Flexibility and availability to work outside regular business hours as needed.

Nice To Haves

Desired knowledge of University of Iowa policies, procedures, IT services, and standards.
Demonstrated experience developing, writing, and editing engaging content for social media and other online platforms.
Previous experience in academic medicine administration or support preferred.

Responsibilities

Provide comprehensive, high-level, and confidential administrative support to the DEO, DAO, and Department faculty, including matters involving financial, strategic, personnel, disciplinary, and other highly sensitive information.
Manage complex calendars and schedules; draft correspondence; and perform other executive-level administrative duties as assigned.
Evaluate, prioritize, and respond to requests while exercising discretion and sound judgment in the handling of confidential information.
Prepare special and recurring reports using university systems; manage data and ad-hoc report requests.
Develop, update, and distribute departmental informational materials, including process changes and internal communications.
Arrange agendas, prepare detailed minutes, and track follow-up action items for Faculty Meetings, Clinical Leadership Team Meetings, and other leadership meetings.
Track, monitor, and follow the progress of projects and action items originating from or assigned to the DEO’s office.
Coordinate travel, itineraries, and events for departmental guests, visiting lecturers, and faculty candidates.
Plan and manage special events and conferences for the DEO and Department, including budgeting and financial coordination.
Maintain departmental communication channels, including updating website content and images, managing social media platforms, and generating timely, consistent messaging.
Draft, edit, and format content for alumni and departmental newsletters and other publications.
Manage highly sensitive communications with employees, patients, donors, alumni, and members of the university community.
Ensure compliance with applicable policies and procedures; partner with the DAO to support departmental goals and operational effectiveness.
Collaborate with the Department Leadership Team to develop and implement communication strategies.
Coordinate faculty lifecycle processes, including: o Promotion and Tenure: Serve as first point of contact for faculty; interpret policies and procedures; review and assemble dossiers for completeness and accuracy. o Annual and Five-Year Peer Reviews: Coordinate timelines, materials, and communications. o Faculty Recruitment: Develop interview agendas, arrange travel, and solicit and compile candidate feedback.
Serve as Executive Secretary for the Iowa Dermatological Society (IDS), including: o Coordinating biannual meetings and the annual alumni event held in conjunction with a national conference. o Monitoring payment of dues and expenses. o Serving as the primary point of contact for alumni and IDS members.
Prepare agendas and minutes for additional committees and assist presenters with meeting and presentation preparation as needed.
Work closely with the DEO and DAO to ensure accuracy, coordination, and prioritization of leadership calendars and departmental initiatives.