Administrative Services Specialist, Dental Administration – College of Dentistry

University of Iowa•Iowa City, IA

3d•$63,810•Onsite

About The Position

The College of Dentistry seeks 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 and helps ensure effective day-to-day office operations. Responsibilities include coordinating faculty programs and review processes, maintaining faculty records, managing executive office logistics, preparing administrative materials, supporting financial documentation, and assisting with process improvement and strategic initiatives. The role is onsite, Monday through Friday, 8:00 a.m. to 5:00 p.m., and may require occasional after-hours or weekend work as needed. After one full year of employment, a hybrid arrangement may be considered based on need and performance. Work arrangements are reviewed annually and must comply with applicable university remote-work and travel policies. 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, preparing correspondence and other materials, and coordinating and tracking projects, activities, and deadlines.
Ability to independently manage multiple priorities, projects, and deadlines accurately and with attention to detail.
Ability to exercise independent judgment, initiative, and discretion, including maintaining confidentiality.
Experience coordinating meetings and/or events, including scheduling, materials, logistics, and follow-up.
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 with electronic calendaring and virtual meeting software, including virtual meetings.
Experience with word processing software, including mail merge.
Experience with spreadsheet software; experience with pivot tables and graphical presentation of data is preferred.
Experience with 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 utilizing 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 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.