Administrative Services Coordinator, Dental Administration – College of Dentistry

UIOWA•Iowa City, IA

15h•Onsite

About The Position

The College of Dentistry is seeking a highly organized, adaptable, and proactive professional to provide executive-level administrative support to the Dean and facilitate daily operations of the Dean’s Office. The role coordinates leadership activities, manages complex schedules, plans and executes college-wide events, and supports communication across the college and university. The successful candidate demonstrates initiative, event-planning ability, discretion, professionalism, and a collaborative approach. The position provides executive and operational support to the Dean, oversees daily office operations, coordinates events and meetings, and supports collegiate initiatives and special projects. It is onsite and scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m.; occasional after-hours and weekend work may be required. Salary is $55,019 to commensurate (Pay Grade 2B).

Requirements

Bachelor’s degree in a relevant area, or an equivalent combination of education and relevant experience.
Relevant executive-level administrative experience, including complex calendar and meeting coordination; preparation of correspondence, reports, presentations, and meeting materials; and coordination and tracking of projects, activities, and deadlines.
Demonstrated experience independently planning and coordinating complex or high-profile events, meetings, retreats, or similar activities involving multiple stakeholders and logistical components.
Ability to independently manage multiple responsibilities and competing priorities, anticipate needs, exercise initiative, and complete work accurately with attention to detail.
Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive information and situations.
Ability to establish and maintain effective, collaborative working relationships with people at varying organizational levels.
Experience using electronic calendaring and virtual meeting software, including virtual meetings.
Experience using word-processing software, including mail merge.
Experience using spreadsheet software, including data entry, pivot tables, and graphical presentation of data.
Experience using presentation software.
Ability to interpret and apply organizational policies, procedures, and guidelines.
Excellent written, verbal, and interpersonal communication skills.

Nice To Haves

Experience working in a complex organization, such as higher education, academic health care, health care, or a similarly complex environment involving multiple leadership levels and internal and external stakeholders.
Experience with purchasing, procurement card documentation, expense reconciliation, or related financial administrative processes.
Experience coordinating executive travel and related documentation.
Knowledge of and experience applying University of Iowa policies, procedures, and administrative guidelines in support of daily operations.
Experience in a healthcare environment working with HIPAA-protected patient information.

Responsibilities

Provide executive-level administrative and operational support to the Dean of the College of Dentistry.
Manage complex calendars, patient schedules, meetings, travel arrangements, and competing priorities.
Coordinate correspondence, agendas, reports, presentations, and other meeting materials.
Plan and execute college-wide events, retreats, receptions, and special visits, including logistics, vendors, catering, and accommodations.
Serve as the Dean’s primary contact and maintain effective relationships with university leadership, faculty, staff, and external stakeholders.
Oversee daily office operations, including reception, visitor coordination, mail distribution, supplies, and shared office spaces.
Maintain procurement card documentation and assist with expense reconciliation and purchasing processes.
Support collegiate initiatives, change management, employee retirements, and special projects.
Provide additional administrative and project support as needed.