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

UIOWA•Iowa City, IA

12h•Onsite

About The Position

The University of Iowa’s Department of Health, Sport, and Human Physiology is seeking an Administrative Services Specialist to support departmental leadership and the operation of the department. Working closely with the Departmental Executive Officer (DEO) and Program Directors, the role provides high-level administrative and operational support, coordinates departmental initiatives and faculty-related processes, and contributes to developing and implementing policies and procedures. The specialist represents departmental leadership and serves as a central point of contact for faculty, staff, students, visitors, university partners, and external stakeholders, exercising initiative, sound judgment, professionalism, and discretion. The position is 100% on-site at the University of Iowa campus in Iowa City and is not eligible for University sponsorship for employment authorization. The university describes its benefits as including health coverage, university-paid life insurance, retirement plans, leave policies, support and well-being resources, professional training and leadership development, and tuition assistance.

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 with University of Iowa systems, including MAUI, ICON, ProTrav, Dispatch, procurement, and other systems.

Responsibilities

Serve as the primary contact for the HSHP administrative office and provide responsive assistance to faculty, staff, students, visitors, and external stakeholders.
Represent the DEO and departmental leadership in routine communications and interactions, responding to inquiries, communicating information, and directing matters to appropriate personnel with discretion and sound judgment.
Provide high-level administrative support to the DEO and Program Directors, including managing schedules, correspondence, travel arrangements, and other priorities.
Coordinate departmental committee meetings, including scheduling, preparing agendas and supporting materials, and recording minutes as needed.
Plan and 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.