Administrative Services Specialist/Assistant to the Departmental Executive Officer - Department of Health, Sport, & Human Physiology

University of Iowa•Iowa City, IA

1d•Onsite

About The Position

The University of Iowa’s Department of Health, Sport, and Human Physiology (HSHP) is seeking an Administrative Services Specialist to support departmental leadership and the operation of an academic department. Working closely with the Departmental Executive Officer (DEO) and Program Directors, this position provides high-level administrative and operational support, coordinates departmental initiatives and faculty-related processes, and contributes to developing and implementing effective policies and procedures. The Specialist represents departmental leadership and serves as a central contact for faculty, staff, students, university partners, visitors, and external stakeholders, using initiative, judgment, and discretion in support of the department’s teaching, research, and service missions. This position is 100% on-site on the University of Iowa campus in Iowa City and is not eligible for University sponsorship for employment authorization.

Requirements

Bachelor’s degree or an equivalent combination of education and experience.
At least three years of experience in an administrative or executive support position.
Extensive proficiency in computer software applications.
Strong organizational skills and excellent written and verbal communication skills.
Ability to organize and prioritize multiple tasks, multitask, and work as part of a team.

Nice To Haves

Knowledge of University policies, procedures, and regulations.
Proficiency in University of Iowa systems, including MAUI, ICON, ProTrav, Dispatch, procurement, and other systems.

Responsibilities

Serve as the primary point of contact for the HSHP administrative office, assisting faculty, staff, students, visitors, and external stakeholders.
Represent the DEO and departmental leadership in routine communications and interactions, respond to inquiries, communicate information, and direct matters to appropriate personnel with discretion and professionalism.
Provide high-level administrative support to the DEO and Program Directors, including managing schedules, correspondence, travel arrangements, and other priorities with independent judgment and autonomy.
Coordinate departmental committee meetings, including scheduling, preparing agendas and supporting materials, and recording minutes as needed.
Coordinate departmental events, lectures, meetings, and visitor engagements, including facility scheduling, refreshments, visitor travel and accommodations, honoraria payment requests to HR, and related logistics.
Support the planning and execution of scholarship applications.
Maintain departmental webpages, including faculty and staff profiles and, as requested, faculty lab and research group pages.
Manage communications with alumni, donors, advisory board members, and other departmental stakeholders.