Admin Services Coordinator - Pediatric Dentistry
Ready to play a pivotal role in the Department of Pediatrics? We're searching for a reliable Administrative Services Coordinator to provide essential support to our Pediatrics Department! In this vital role, you’ll help coordinate academic, clinical, and administrative operations, including scheduling, finance, and event support! This role position services as a key resource for faculty, staff, and students ensuring efficient departmental operations in a fast-paced academic and clinical setting!
For a full job description, please send an e-mail to COD-Requisitions@iowa.uiowa.edu.
Responsibilities:
· Serve as administrative support for the Department of Pediatric Dentistry and assist the department head, faculty, and program directors.
· Support graduate and undergraduate program operations including recruitment, registration, scheduling, grading, stipends, and compliance requirements.
· Coordinate faculty, resident, and adjunct teaching and clinical schedules across multiple locations.
· Maintain and process departmental affiliation agreements with outreach sites and institutions.
· Review, process, reconcile departmental financial transactions, budgets, grants, and foundation accounts.
· Manage purchasing, P-Card transactions, and monitor departmental accounts and expenditures.
· Assist with HR workflow forms, searches, hiring, onboarding, payroll, and timekeeping.
· Coordinate travel arrangements, reimbursements, and outreach travel logistics for faculty, staff, and residents.
· Assist in the planning and coordination of departmental events, meetings, and retreats.
· Assist with drafting and distributing departmental communications and maintain department records.
· Handle confidential information and respond to inquiries with discretion.
· And More!
Salary: $53,966 to commensurate (Pay Grade: 2B)
Schedule: Monday – Friday, 8:00am – 5:00pm
May require occasional overtime as needed.
Work Location: On-Site
REQUIRED QUALIFICATIONS:
· Bachelor’s degree or equivalent combination of education and relevant years of experience.
· Administrative office experience, including:
o Strong customer service skills;
o Demonstrated ability to work independently and apply critical thinking in decision making process; and
o Demonstrated organizational skills and attention to detail.
o Demonstrated ability to handle confidential information with discretion.
o Account reconciliation/verification.
· Proficiency in word processing, spreadsheets, calendaring, and presentation software (i.e. Microsoft/Google).
· Excellent time management techniques, demonstrating the ability to asses, adapt, and resolve multiple competing priorities.
· Excellent interpersonal, verbal, and written communication skills.
· Ability to establish and build health working relationships and partnerships with colleagues within and external to own unit.
HIGHLY Desirable:
· Considerable relevant administrative experience, preferably in a healthcare environment.
· General understanding of transactional Human Resource practice/policies, such as FMLA and Time and Attendance.
· Academic support experience coordinating academic activities including:
o Admissions/Registrar processes,
o Student Record Systems, such as MAUI, and
o Online course systems, such as Iowa Course Online (ICON)
· Experience with electronic transmission systems (such as HR Transaction System, Purchasing, PCard, Accounts Payable, ProTrav, and E-Pro).
· Experience with grant management.
Desirable:
· Event planning experience.
· Experience with electronic health records.
· Knowledge/experience with UI policies, procedures, and regulation.
· Experience with fundraising support and donor communications.
Position and Application Details:
In order to be considered for an interview, applicants must upload a Resume (and mark as “Relevant File”) to the submission, Cover Letter is recommended, and 3 Names of Professional Reference may be requested at a later date.
Position NOT eligible for University Sponsorship of Employment Authorization.
Job opening are posted for a minimum of 7 calendar days. This job may be removed from posting and filled any time after the minimum posting period has ended. For questions or additional information, please contact COD-Requisitions@iowa.uiowa.edu.
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.
About Iowa:
Joining the University of Iowa means becoming a vital part of the Hawkeye community, where your work directly impacts education, research, and student success.
Enjoy exceptional health coverage, university-paid life insurance, robust retirement plans, and generous leave policies. Benefit from 24/7 support services, well-being resources, and access to UI Health Care specialists. Grow professionally with advanced training, leadership development, and tuition assistance.
Iowa City offers a great quality of life with world-class performances at Hancher Auditorium, Big Ten athletics, top-ranked public schools, and outdoor recreation.
Join us in making a difference at a leading Big Ten university and premier public research institution.
Equal opportunity employer
The University of Iowa is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, or associational preferences.
Persons with disabilities who need assistance or accommodations with the application or interview process may contact University Human Resources/Faculty and Staff Disability Services, (319) 335-2660 or fsds@uiowa.edu. For jobs in UI Health care, please contact UI Health care Leave & Disability Administration at 319-356-7543.
