Administrative Services Coordinator - Orthodontics, College of Dentistry
Ready to play a pivotal role in the Department of Orthodontics? We're searching for a reliable Administrative Coordinator to provide essential support to our Department Executive Officer (DEO). In this key position, you will manage administrative department tasks, including day to day operations, residency program support, financial coordination and more! For a full job description, please send an e-mail to COD-Requisitions@iowa.uiowa.edu.
Responsibilities:
· Operational Support & Management
o Provide administrative support to DEO & all areas of operations.
o Manage resident program application process, ensuring completeness and coordinating interviews.
o Facilitate resident onboarding, providing ongoing support and ensuring compliance with policies.
o Coordinate departmental meetings, events, and logistical arrangements.
o Oversee clinic coverage, resolve schedule conflicts, and manage patient deferrals.
o Handle equipment maintenance, facilities requests, and procurement of office supplies.
o Maintain department manuals, org charts, and administrative records.
· HR Management
o Provide HR transactional support: including appointments, promotions, and terminations.
o Monitor departmental employee compliances.
o Monitor certifications & credentialing processes.
o Facilitate FMLA intake form.
o Assist with time record management.
· Financial Management
o Serve as liaison for financial, purchasing, and travel transactions, including P-card, purchase orders, and invoice payments.
o Manage departmental memberships, conference registrations, and interactions with suppliers.
o Coordinate travel arrangements, vehicle reservations, and expense reconciliation for personnel.
o Reconcile monthly financial reports and review expenditures for accuracy.
· Information & Communications Management
o Represent the Ortho department through various communication and in person interactions.
o Manage newsletters, including proofreading and distribution.
o Update the Ortho website and revise the UI general catalog as required.
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.
· Ability to assess, adapt, and resolve challenging scenarios.
· Excellent interpersonal, verbal, and written communication skills.
· Excellent time management techniques, demonstrating the ability to adapt and handle multiple competing priorities.
· Proficiency in word processing, spreadsheets, calendaring, and presentation software (i.e. Microsoft/Google).
· General understanding of transactional Human Resource practice/policies, such as FMLA and Time and Attendance.
· Ability to establish and build health working relationships and partnerships with colleagues within and external to own unit.
HIGHLY Desirable:
· Administrative experience in an academic environment coordinating & supporting academic activities including:
o Admissions/Registrar processes
o Student Record systems such as MAUI, and
o Online course systems, such as Iowa Courses OnLine (ICON).
· Considerable relevant administrative experience, preferably in a healthcare environment.
· Experience with electronic transmission systems (such as HR transaction system, purchasing, PCard, Accounts Payable, ProTrav, and E-Pro).
Desirable:
· Event planning experience.
· Experience with electronic health records.
· Knowledge/experience with UI policies, procedures, and regulation.
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.
Job opening are posted for a minimum of 14 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.
Joining University of Iowa Health Care means becoming part of a world-class academic health system that offers a mission you can believe in, resources and support you need to excel, and a community where your impact is felt every day. We’re providing patient care with expertise and compassion, advancing groundbreaking research, and teaching and training tomorrow’s health care professionals. Together, we’re changing medicine and changing lives across Iowa and beyond.
Enjoy exceptional health coverage, university-paid life insurance, robust retirement plans, generous leave policies, 24/7 support services, well-being resources, and access to our UI Health Care specialists and care teams.
Grow professionally with advanced training, leadership development, and tuition assistance. Enjoy a rich quality of life with world-class performances at Hancher Auditorium, Big Ten athletics, top-ranked public schools, and outdoor recreation.
As part of the Hawkeye community, you’ll find a balance of career fulfillment and quality of life. Join us in working together to make all of Iowa better.
Equal opportunity/affirmative action employer
The University of Iowa is an equal opportunity/affirmative action 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, gender identity, 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.
