Administrative Services Specialist/Operations Specialist – College of Liberal Arts and Sciences Dean’s Office

UIOWA • Iowa City, IA

4d • Onsite

About The Position

The College of Liberal Arts and Sciences Dean’s Office is seeking an Operations Specialist. Are you the go-to person who keeps everything running smoothly and thrives on helping others succeed? If you're energized by collaboration, quick to take initiative, and enjoy being the friendly face that keeps a team connected and organized—this is your moment! Join the College of Liberal Arts and Sciences (CLAS) Dean’s Office as our Operations Specialist where your enthusiasm, attention to detail, and people-first mindset will make a real impact on student success and collegiate support. Every day brings something new, and your proactive spirit will strengthen the operational foundation that supports faculty, staff, leadership, and students across CLAS! This position will serve as the first point of contact and provide operational and administrative support for the Office of the Dean for the College of Liberal Arts and Sciences, located in 240 Schaeffer Hall. Administrative responsibilities of this position require discretion, confidentiality, independent judgment, and project management skills. This position is not eligible for University sponsorship for employment authorization. Position is 100% onsite.

Requirements

• Bachelor’s degree or an equivalent combination of education and experience.
• 1 years of administrative experience.
• Proven ability to manage daily operations in an office environment, including experience coordinating complex schedules.
• Excellent written and verbal communication skills, with experience creating and distributing professional communications, newsletters, or updates.
• Extensive knowledge of and ability to use Microsoft Office support tools available on the desktop (e.g., calendaring, word processing, e-mail, presentation software, and spreadsheets).
• Demonstrates working ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.
• Demonstrates high attention to detail and problem-solving skills.
• Excellent organizational and customer service skills and the ability to resolve first-point-of-contact inquiries, triage issues, and provide guidance or escalation as necessary.

Nice To Haves

• 2-3 years of administrative experience.
• Basic experience in working with collaborative platforms, such as Microsoft Teams and/or Sharepoint.
• Basic experience maintaining websites, databases or working with the Drupal platform.
• Experience working with students.
• Experience with oversight of complex, multi-faceted organizational administration; experience with different stakeholder interests (students, faculty, administration, alumni).
• Demonstrates ability to evaluate, analyze, and understand broad-scope systems and structures at both a high and detailed level.
• Some experience working in an executive support role.
• Basic knowledge of University policies and procedures.

Responsibilities

• Coordinates daily operations in the Office of the Dean, including supervision of the student office assistant program, a highly functioning team providing critical service and project execution.
• Ensures coverage for the Office of the Dean 240 SH suite, providing operational support during regular business hours.
• Manage and coordinate complex schedules and oversee travel arrangements for Associate Dean for Natural, Mathematical, and Social Sciences and Associate Dean for Arts and Humanities including confidential meetings requiring discretion and prioritization of appointments.
• Ensures weekly communications are delivered to various audiences throughout the college and maintains calendar communication for tasks, deadlines, and events happening throughout the college.
• Collaborates with CLAS Marketing and Communications on use of Dispatch for mass communication.
• Provides scheduling assistance for Senior Director of Administration including help with prioritization of appointments, resolving scheduling conflicts, and ongoing communication to members of recurring meetings throughout the year.
• Provides operational and administrative support to collegiate processes, which may include Named Appointments, Scholarship Administration, Workflow Administration, Unit Reviews, Award Nominations and others as determined.

Benefits

• Regular salaried position.
• Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans.

What This Job Offers

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