Executive Assistant (Administrative Services Specialist)
University of Iowa

Job Info

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The University of Iowa Law Library is seeking an organized and people-focused Executive Assistant to join our expanding team. The successful candidate will join a high-functioning and ambitious team in one of the largest, most comprehensive academic law libraries in the country.

Reporting to the Director, the Executive Assistant is responsible for providing administrative, budgetary, and operational support within the Law Library.

Key Responsibilities include:

• Serving as the point person for administrative and organizational support.
• Assisting in maintaining a highly effective workplace culture, especially in the hiring and onboarding process.
• Directing and managing law library events, providing logistical and communications support to the Director; and assisting in the development and deployment of the strategic plan and associated initiatives.

This position requires adaptability, flexibility, attention to detail, responsiveness, and the ability to organize and manage a wide range of tasks. Additionally, as a supporting member of the Administrative Team and back-up for some duties of the Administrative Services Manager, a high level of discretion and confidentiality are required.

The Executive Assistant's role will include operational, information, and communication management; human resources; financial responsibilities; and strategic planning. This position is not eligible for remote work.

Duties to include:

Operational Support and Management:

• Act as senior level advisor to the director and Administrative Team.
• Lead and/or participate in regular library team meetings. This includes coordinating regular Staff and weekly Admin Team meetings, agendas, minutes, and project lists.
• Direct and manage law library events (i.e., symposium, speaker series, etc.), including approval and oversight of budget, and planning development, and coordination with the Outreach Team.
• Manage ongoing office administration tasks effectively and efficiently in support of individuals, teams, and/or units.

Human Resources:

• Participate in the hiring, onboarding, training, and supervision of library staff, student workers, and/or temporary staff. This includes:
• Creating and updating documentation related to hiring and onboarding.
• Serving as back-up on reservations and travel arrangements for candidates.
• Participating in interviewing staff candidates and submitting candidate evaluations.
• Assisting with onboarding logistics (i.e., creating welcome packets, drafting orientation schedules, purchasing gifts, setting up offices, etc

Financial Responsibility:

• Provide back-up to the Administrative Services Manager on budget and fiscal activities.
• Analyze, monitor, and report financial data and information.
• Initiate and/or approve routine fiscal transactions.

Strategic Planning:

• Assist in the preparation and deployment of the strategic plans as well as track and report progress.
• Act as point person on reports and surveys. This includes:
• Participating/contributing to the library's biennial report and other reports, as needed.

Information Management:

• Complete periodic, miscellaneous projects which include, but are not limited to, accreditation self-study, site visit, interim reports, and collegiate reviews.
• Update and maintain organizational charts, emergency calling tree, directories, etc.
• Manage documentation for the Administrative Team.

Communications Management:

• Compose and manage related communications for the director and the Administrative Team. This requires a high level of confidentiality, attention to detail, excellent organizational skills, and effective written, verbal, and interpersonal communication skills.
• Manage the director's calendar and assist with associated administrative logistics and scheduling.
• Communicate frequently with staff and stakeholders in person, in emails, and in meetings to ensure operational efficiency.
• Communicate with ITS, vendors, and others, as needed.
• Collaborate with staff in the University Libraries, College of Law, and other University departments on awareness, outreach, and promotion of Law Library events.

Additional job duties as assigned based on individual knowledge, skills, and abilities.

To obtain the full job description including key areas of responsibility, technical competencies, and desirable qualifications, please contact joshua-gulick@uiowa.edu

Required Qualifications

• Bachelor's Degree or an equivalent combination of education and related experience.
• Minimum of 1 to 3 years of work experience in a professional setting, administration, or administrative support, preferably in an academic setting.
• Effective oral and written communication skills.
• Excellent interpersonal, professionalism, and customer service skills.
• Ability to work in a team-based setting where consultation, flexibility, collaboration, and cooperation are essential.

Desired Qualifications

• Ability to manage projects and balance competing priorities.
• Ability to work both independently and collaboratively.
• Experience with technology tools, including the Microsoft suite of tools and web content management systems.
• Demonstrated project management skills and/or formal training in project management, workflow optimization, or continued quality improvement.

Application Details:

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 questions, contact Josh Gulick at joshua-gulick@uiowa.edu.

Additional Information

• Classification Title: Admin Services Specialist
• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: On Campus

Compensation

• Pay Level: 3B

Contact Information

• Organization: College of Law
• Contact Name: Josh Gulick
• Contact Email: joshua-gulick@uiowa.edu

This job has expired.