Administrative Services Specialist, IIHR – Hydroscience and Engineering
The Administrative Services Specialist will contribute to the mission of IIHR – Hydroscience and Engineering by performing administrative and fiscal responsibilities requiring a high degree of discretion and independent judgment. This is a highly visible position that provides executive administrative and operational support to IIHR – Hydroscience and Engineering faculty and staff for research programs including serving as liaison, providing administrative assistance, organizing, compiling, preparing, and tracking information and reports, coordinating dissemination of information for internal and external resources, and reconciling and resolving issues for account expenditures. Additionally, this position is responsible for organizing, scheduling, and facilitating complex multi-participant in-person and remote meetings and other duties as assigned.
This position is not eligible for permanent residency sponsorship.
Specific Job Duties and Tasks
- Coordinate and manage work processes/administrative procedures and policies to increase efficient and effective operations for IIHR – Hydroscience and Engineering.
- Assist with planning, developing, coordinating, and implementing short- and long-range goals as outlined in the strategic plan for the project, program, unit, department, or college/division. Assist with assuring compliance with various policies or procedures.
- May provide functional and/or administrative supervision of student support staff.
- May, review, edit and approve routine transactions at the department/unit level. Exercise knowledge of policies and procedures; provide basic guidance and advice for organizational policies and procedures.
- Analyze, monitor, and report financial data, information, and reports. May initiate and/or approve routine fiscal transactions.
- May monitor internal budgets for general expense. Develop, maintain, and oversee office record-keeping systems. Maintains spreadsheets, hard copy and computerized files, account records, and a variety of other office records.
- Analyze, monitor, and report financial data, information, and reports. May initiate and/or approve routine fiscal transactions.
- May monitor internal budgets for general expense, develop, maintain, and oversee office record-keeping systems. Maintains spreadsheets, hard copy and computerized files, account records, and a variety of other office records.
- Research information to facilitate communication process. Review, resolve and respond to requests for information, data, services, complaints, etc.
- Maintains and conducts regular inventory assessment of IIHR book publications; responds to external requests for IIHR papers; and prepares IIHR thesis and dissertations for binding. Formats reports for research personnel.
- Develop, coordinate, and distribute internal and external communications.
- Serves as first point of contact for IIHR calls and visitors. Frequently and independently uses discernment to triage a wide range of complex incoming issues. Responds to questions, follows through, and tracks resolutions and processes and interprets policies, procedures, and programs guidelines. Uses judgment to provide confidential information as appropriate following confidentiality guidelines. Maintain effective working relationships with faculty, staff, students, and the public. Serve as hub for internal communications with IIHR students, staff, and faculty.
To obtain the full job description including key areas of responsibility, technical competencies, and desirable qualifications, please contact Alex-Schutman@uiowa.edu
About the College of Engineering
The College of Engineering at the University of Iowa is driven by talented faculty, staff, and students who are dedicated to producing knowledge that addresses grand challenges in advanced technologies, health sciences, sustainability, energy, and the environment. We pride ourselves on producing ethical, globally aware engineers whose work makes the world safer and more efficient. As a center of innovation and discovery, the College of Engineering is committed to improving the quality of life for our Iowa community, as well as for people across the United States and around the world.
We uphold the values of respect, community, and collaboration in all our endeavors, fostering a welcoming and respectful environment where members are valued and supported. Joining our team means becoming part of a supportive environment that values work-life balance and personal well-being. The University of Iowa offers a comprehensive benefits package, including health and wellness resources, dual career support, and opportunities for professional development. Learn more about working at the University of Iowa: Build A Career/Build a Life.
Education Requirement
- A bachelor’s degree in business administration, accounting, or related discipline or an equivalent combination of education and experience is required.
Required Qualifications
- Minimum of one year of experience in an administrative capacity including office communications, coordinating meetings and events in support of individuals, teams, and/or units is required.
- Demonstrated proficiency in both written and verbal communication with the ability to edit and/or compose grammatically correct documents in a logical and organized manner.
- Must be proficient in Microsoft Office support tools including Microsoft Word, Excel and PowerPoint. (e.g., calendaring, word processing, e-mail, presentation software, and spreadsheets).
- A valid driver’s license is required and continued compliance with the standards of the University Driving Policy.
- Strong interpersonal skills and demonstrated ability to work with others
- Role models service excellence.
- Demonstrated attention to detail and problem-solving skills.
Desired Qualifications
- A master’s degree in business administration, accounting, or related discipline.
- Knowledge of University policies and procedures
- Experience with University electronic systems is highly desirable.
Application Details
In order to be considered for an interview, applicants must upload:
- Resume
- Cover Letter
Job openings 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. Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. 5 professional references will be requested at a later step in the recruitment process.
For questions, contact Alex Schutman at Alex-Schutman@uiowa.edu
Benefits Highlights
Regular salaried position. Pay Level 3B. Located in Iowa City, Iowa.
Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans.
For more information about Why Iowa? Click here.
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.
