Administrative Services Coordinator, Oral Pathology, Radiology, and Medicine – College of Dentistry

UIOWA • Iowa City, IA

20h

About The Position

The University of Iowa College of Dentistry is seeking an Admin Services Coordinator to support our Oral Pathology Radiology and Med department. This role serves as a central resource for faculty, staff, and students ensuring efficient coordination of admistrative, academic, and financial activities. If you are ready to be part of a dynamic and fast paced academic environment – apply today! For a full job description, please send an e-mail to [email protected] . Job Duties: · Provide comprehensive administrative support to department leadership, faculty, and academic programs. · Serve as primary point of contact for departmental operations, advising on policies, procedures, and resolving issues as needed. · Support graduate and undergraduate programs, including recruitment, onboarding, scheduling, and academic coordination. · Coordinate faculty activities, teaching schedules, meetings, and departmental events. · Assist with HR-related processes such as onboarding, timekeeping review, and personnel transactions in collaboration with HR. · Oversee financial activities including budgeting support, account reconciliation, purchasing, and expense approvals. · Assist with research and grant administration, including account monitoring and transaction support. · Coordinate travel arrangements, reimbursements, and logistics for faculty, staff, and trainees. · Maintain departmental records and ensure compliance with university policies and regulations. · Draft and distribute communications; respond to inquiries while handling confidential information with discretion. · Support departmental initiatives, strategic planning efforts, and special projects as assigned. · And More! Admin Services Coordinator – PAA1 College of Dentistry – Dental Administration Salary: $53,966 to commensurate (Pay Grade: 2B) Schedule: Monday – Friday, 8:00am to 5:00pm May require some work outside of designated business hours

Requirements

• Bachelor’s degree, or an equivalent combination of education and relevant years of experience.
• Ability to assess, adapt, and resolve challenging scenarios.
• Excellent interpersonal, verbal and written communication skills.
• Excellent time management techniques, demonstrating the ability to adapt and handle multiple competing priorities.
• Proficiency in word processing, spreadsheets, calendaring, and presentation software (i.e. Microsoft/Google).
• General understanding of transactional Human Resource practice/policies, such as FMLA and Time and Attendance.
• Ability to establish and build healthy working relationships and partnerships with colleagues within and external to own unit.

Nice To Haves

• Administrative experience in an academic environment coordinating and supporting academic activities including: o Admissions/Registrar processes, o Student Record Systems, such as MAUI, and o Online course systems, such as Iowa Courses OnLine (ICON).
• Considerable relevant administrative experience, preferably in a healthcare environment.
• Experience with electronic transmission systems (such as HR Transaction System, Purchasing, PCard, Accounts Payable, ProTrav, and E-Pro).
• Experience handling high-volume inbound calls in a dental or medical setting, with the ability to triage patient concerns, recognize urgent situations, and appropriately escalate while maintaining professional boundaries and confidentiality.
• Event planning experience.
• Experience with electronic health records.
• Knowledge/experience with UI policies, procedures, and regulation.
• Knowledge of medical insurance claims.

Responsibilities

• Provide comprehensive administrative support to department leadership, faculty, and academic programs.
• Serve as primary point of contact for departmental operations, advising on policies, procedures, and resolving issues as needed.
• Support graduate and undergraduate programs, including recruitment, onboarding, scheduling, and academic coordination.
• Coordinate faculty activities, teaching schedules, meetings, and departmental events.
• Assist with HR-related processes such as onboarding, timekeeping review, and personnel transactions in collaboration with HR.
• Oversee financial activities including budgeting support, account reconciliation, purchasing, and expense approvals.
• Assist with research and grant administration, including account monitoring and transaction support.
• Coordinate travel arrangements, reimbursements, and logistics for faculty, staff, and trainees.
• Maintain departmental records and ensure compliance with university policies and regulations.
• Draft and distribute communications; respond to inquiries while handling confidential information with discretion.
• Support departmental initiatives, strategic planning efforts, and special projects as assigned.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees