Administrative services specialist/assistant to the departmental executive officer - department of health, sport, & human physiology

The University of Iowa’s Department of Health, Sport, and Human Physiology (HSHP) is seeking a highly organized, resourceful, and collaborative Administrative Services Specialist to play a key role in supporting departmental leadership and ensuring the smooth operation of a dynamic academic department. Working closely with the Departmental Executive Officer (DEO) and Program Directors, this position provides high-level administrative and operational support, coordinates departmental initiatives and faculty-related processes, and contributes to the development and implementation of effective policies and procedures. As a trusted representative of departmental leadership and a central point of contact for faculty, staff, students, and university partners, the successful candidate will exercise initiative, sound judgment, and discretion while helping advance the department’s teaching, research, and service missions.

This position not eligible for University sponsorship for employment authorization.

This position is 100% on-site on the University of Iowa campus in Iowa City.

Key Responsibilities

• Serve as the primary point of contact for the HSHP administrative office, providing professional and responsive assistance to faculty, staff, students, visitors, and external stakeholders.
• Represent the Departmental Executive Officer (DEO) and departmental leadership in routine communications and interactions, exercising discretion, sound judgment, and professionalism when responding to inquiries, communicating information, and directing matters to appropriate personnel.
• Provide high-level administrative support to the DEO and Program Directors, exercising independent judgment, discretion, and a high degree of autonomy in managing schedules, correspondence, travel arrangements, and other administrative priorities. Coordinate departmental committee meetings, including scheduling, preparing agendas and supporting materials, and recording minutes as needed.
• Coordinate the planning and execution of departmental events, lectures, meetings, and visitor engagements. Responsibilities include scheduling facilities, arranging refreshments, coordinating visitor travel and accommodations, submitting honoraria payment requests to HR, and managing related logistics to ensure successful events.
• Support the planning and execution of scholarship applications.
• Maintain departmental webpages, including faculty and staff profiles and, as requested, faculty lab/research group pages.
• Manage communications with alumni, donors, advisory board members, and other departmental stakeholders.

For a full job description or questions about this position, please send an email to libby-kleppe@uiowa.edu.

Education Required

Bachelor’s degree or an equivalent combination of education and experience.

Required Qualifications

• Minimum of three (3) years of experience in an administrative or executive support position.
• Extensive proficiency in computer software applications.
• Strong organizational skills and excellent written and verbal communication skills.
• Demonstrated ability to organize and prioritize multiple tasks; ability to multi-task and work as a team.

Desired Qualifications

Knowledge of University policies, procedures, and regulations.

Proficiency in UI systems including MAUI, ICON, ProTrav, Dispatch, and procurement and other systems.

Position and Application Details

For additional job details and to apply please visit https://jobs.uiowa.edu/ and access requisition #26005851.

Pay Level 3B

In order to be considered for an interview, applicants must upload the following documents and mark them as a "Relevant File" to the submission.

• Resume
• Cover Letter

Job openings are posted for a minimum of 14 calendar days and may be removed from posting and filled any time after the original 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. Up to 5 professional references will be requested at a later step in the recruitment process.

For additional questions, please contact: libby-kleppe@uiowa.edu.

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.