Department: College of Pharmacy, Office of Academic Affairs
Staff Type: Professional & Scientific
Type of Position: Regular
Contribute to the success of the UI College of Pharmacy Office of Academic Affairs by providing administrative support of the office's daily operations. This position may require advanced knowledge and expertise in specific administrative functions, software, or course management programs. Independent judgment and initiative are required to plan, prioritize, and organize varied workload.
Key Areas of Responsibility
Operational Support and Management
Provide operational and administrative support of the daily operations for the Office of Academic Affairs.
Responsible for general operational support and management, such as: greet visitors, open, distribute and process departmental mail, compose and send correspondence and in-person communication to answer questions and inquiries or refer to appropriate areas for assistance.
Evaluate and prioritize requests and exercise discretion and judgment in providing confidential information to appropriate parties.
Provide administrative support to the office for curriculum delivery including room scheduling, registration management, financial aid, and instructor support. Use course management and exam software, and input and manage data in proprietary and university databases.
Assist with the admission process from initial candidate contact through candidate review and acceptance to orientation and matriculation.
Plan and organize departmental events, may include room reservations, order food and supplies, serve as the contact person for inquiries, compose and send correspondence to participants. Assume primary responsibility for set up and clean up for office sponsored events, meetings, and receptions.
Manage student access to resources for professional development and organization success.
Assist with new office employee on-boarding process.
May supervise student employees.
Assist members of the office staff with payment processing.
Responsible for initiating purchases for events and programs and monthly reconciliation of personal procurement card vouchers.
Maintain various office machines and troubleshoot equipment, initiate service calls when needed.
Understand and adhere to the Mission, Vision, and Core Values of the College of Pharmacy.
Manage departmental list serves, other tracking systems, and secure departmental computer drives.
Generate a variety of reports as requested by Associate Dean and other leadership.
Develop and review departmental informational materials for distribution.
May assist the web publisher by adding and updating content to website related to experiential education in accordance to established standards and procedure.
Under general supervision, serve as the primary department contact for inquiries and/or requests for service. Evaluate the purpose of the contact and respond by providing information, which may cover policies, procedures, or department services and/or capabilities.
Compose and distribute email announcements from the office.
Serve as a liaison between the office and other service departments within the university through the use of a variety of modes to a wide range of constituents requiring accuracy, discretion, judgement, and organization.
Maintain a positive and productive environment and working relationship with a diverse team of faculty, staff, graduate students, and residents, as well as other university colleges and departments, and the public.
The University of Iowa is one of the nation's premier public research universities, with 11 colleges offering internationally recognized programs in disciplines ranging from otolaryngology to fiction writing, printmaking to space science, hydraulic engineering to dance. Iowa draws nearly 33,000 students from more than 100 countries and all 50 U.S. states, and employs about 29,500 faculty and staff.
Iowa City Information
The university is located along the picturesque Iowa River in Iowa City, a city of some 77,000 people (170,000+ in the metro area) regularly ranked as one of the nation's best places to live. Iowa City is less than four hours from Chicago and within five hours of Minneapolis, St. Louis, and Kansas City, readily accessible via interstate highways and a regional airport 30 minutes away.
A cover letter and resume are required as part of the application process. Job openings are posted for a minimum of 14calendar 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 Brenda Zobeck, firstname.lastname@example.org.
Please note regarding references: Five professional references may be requested and required at a later step in the recruitment process.
Successful candidates will be subject to a criminal background check.
Bachelor's degree or an equivalent combination of related education and experience.
More than one-year related office administration, preferably in an academic environment.
Experience managing multiple concurrent objectives and tasks while making effective judgments to the priorities of time and resource allocation.
Ability to work independently and demonstration of self-motivation for assignment completion.
History of accuracy and attention to detail.
Working proficiency with Microsoft Office applications or equivalent software, including, calendar, spreadsheet, and email desktop tools.
Written and verbal communication skills; ability to effectively transmit, receive, and accurately interpret ideas, information and needs through appropriate communication methods and behaviors.
Experience using university course and database management systems such as ICON, Maui, Canvas, PharmCAS and Exam Soft.
Knowledge and experience with university policies and procedures as related to position.
Experience working in an academic or higher education environment.
Experience in event planning.
Experience with university procurement and accounts payable systems.
Experience editing web pages.
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, national origin, age, sex, pregnancy, sexual orientation, gender identity, genetic information, religion, associational preference, status as a qualified individual with a disability, or status as a protected veteran.
see JOBS@UIOWA requisition 19002201
Internal Number: 19002201_1555338379
About University of Iowa
With over 31,000 students, the University of Iowa is one of the nation's top public research universities, a member of the Big Ten conference and the Association of American Universities. The University of Iowa is composed of eleven colleges and is known around the world for its balanced commitment to the arts, sciences, and humanities. It is home to one of the nation's largest academic medical centers and the pioneering Iowa Writers' Workshop. The University of Iowa promotes work/life integration and is located in the casual yet cosmopolitan environment of Iowa City, widely recognized as one of the country's most livable communities.