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 .
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: $51,719 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 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).
· 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 :
· 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 .
Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.
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.
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.
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