Administrative Services Specialist, Dental Administration – College of Dentistry

UIOWA•Iowa City, IA

1d•Onsite

About The Position

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. The position supports faculty development and academic processes while ensuring effective day-to-day office operations. The successful candidate will demonstrate independent judgment, attention to detail, strong communication, and a collaborative approach. The role coordinates faculty development programs, promotion, tenure, and review processes, faculty records, and award nominations. It also provides executive-level administrative support, including calendar and meeting management, travel arrangements, correspondence, reports, presentations, and project support. The position serves as a primary contact for the Executive Associate Dean’s office and supports process improvement, strategic planning, and organizational change initiatives. The position is onsite, Monday through Friday, 8:00 a.m. to 5:00 p.m. After successful completion of one full year of employment, a hybrid work arrangement may be considered based on need and performance, subject to university policies. Occasional after-hours and weekend work may be required. Salary is $63,810 to commensurate, Pay Grade 3B.

Requirements

Bachelor’s degree in a relevant area, or an equivalent combination of education and relevant experience.
One year of experience providing executive-level administrative support, preferably in a complex academic environment, including complex calendar and meeting coordination; preparation of correspondence, reports, presentations, and meeting materials; and coordination and tracking of projects, activities, and deadlines.
Demonstrated ability to independently manage multiple priorities, projects, and deadlines accurately and with attention to detail.
Demonstrated ability to exercise independent judgment, initiative, and discretion while maintaining 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 interact effectively and build working relationships with individuals at all organizational levels.
Ability to maintain confidentiality in all areas of responsibility.
Excellent written, verbal, and interpersonal communication skills.
Experience using electronic calendaring and virtual meeting software, including virtual meetings.
Experience using word processing software, including mail merge.
Experience using spreadsheet software; experience with pivot tables and graphical presentation of data is preferred.
Experience using presentation software.

Nice To Haves

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).
Experience with web-based application interfaces and dashboards.
Experience with Teams functionality.
Experience using artificial intelligence tools such as Copilot, ChatGPT, or Claude.
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.

Responsibilities

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 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.