Admin Services Coordinator - Pediatric Dentistry

Administrative Services Coordinator

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!

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:
• Strong customer service skills;
• Demonstrated ability to work independently and apply critical thinking in the decision-making process; and
• Demonstrated organizational skills and attention to detail.
• Demonstrated ability to handle confidential information with discretion.
• Account reconciliation/verification.
• Proficiency in word processing, spreadsheets, calendaring, and presentation software (i.e. Microsoft/Google).
• Excellent time management techniques, demonstrating the ability to assess, adapt, and resolve multiple competing priorities.
• Excellent interpersonal, verbal, and written communication skills.
• Ability to establish and build healthy 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: Admissions/Registrar processes, Student Record Systems, such as MAUI, and 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.

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 openings 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.