Executive Assistant Jobs

The University of Iowa, College of Pharmacy is seeking an executive assistant who will provide high level administrative support to the Managing Director of UI Pharmaceuticals and the Senior Leadership Team (SLT) to ensure business compliance, effective client interactions and smooth running of the executive suite. The Executive Assistant is a highly collaborative position that will interact with senior leaders of UI Pharmaceuticals, staff, clients, and various college and university level offices. In addition, the Executive Assistant will perform special projects and assignments at the direction of the Managing Director and SLT. The Executive Assistant must be able to work independently with a high degree of confidentiality and exercise discretion in obtaining and providing information of a sensitive nature. Core working hours will be Monday – Friday between 8:30 a.m. – 3:30 p.m. with flexibility in start and end time. Position may supervise student employees.

Location is on-site at UI Pharmaceutical Offices located in Iowa Bioscience Innovation Facility (IBIF). Remote work is not available.

Key Areas of Responsibility

Operational Support and Management

• Prepare and issue questionaries and introductory materials in support of new client interactions.
• Scanning, uploading and sending reports to clients as directed.
• Provide high level administrative support to the UI Pharmaceuticals’ Managing Director and Senior Leadership Team including, travel arrangements, PowerPoint preparation, conference materials coordination, and special assignments.
• Initiate or approve workflow functions regarding HR transactions, financial transactions, and travel expense reimbursement.

Human Resources

• Assist Managing Director, Senior Leadership Team and HR Director in efforts to maximize efforts for employee retention and recruitment.
• Support efforts to establish and maintain a healthy and productive workplace culture.
• Under general guidance, update and maintain departmental policies, especially pertaining to employee matters or changes in university policy.

Financial Responsibility

• May coordinate travel arrangements for administrators and guests (hotel, conference registration, transportation, etc.) and collect necessary receipts for reimbursement.
• Prepare, record, and reconcile administrative and personnel related expenses (i.e., procurement cards, travel) as directed and in accordance with university policies and procedures.
• Initiate purchasing requests for supplies and equipment and may maintain inventory.

Information Management

• Review, resolve, and respond to requests for information, data, services, and complaints, in accordance with expectations.
• Compile data, solicit and research information from a variety of sources both on and off campus, and prepare reports as requested.
• Provide analytical and administrative support on a variety of campus wide initiatives that impact the enterprise as directed.

Communications Management

• Create and/or distribute documentation to departmental heads on updates in policies and procedures. Assist with the enforcement of those policies.
• Independently respond to questions from staff that require interpretation.
• Assess, research, resolve and refer problems, often of a sensitive or confidential nature.

Strategic Planning

• Conduct independent research and provide customized reports to facilitate strategic initiatives.
• Lead efforts in overseeing progress of UI Pharmaceuticals’ strategic plans including communication of progress, timely follow-up of assignments, contributor reminders, and document organization (drafting, proofing, and editing as appropriate).

Since 1885 the University of Iowa College of Pharmacy has led the way in educating pharmacists and pharmaceutical scientists. The College is well known for its high-quality pharmacy education, advanced practice models, patient care, drug discovery, product development, and contract manufacturing. With a new, state-of-the-art building, and the first universally designed health sciences educational facility in the U.S., Iowa Pharmacy continues to deliver a contemporary education and prepare its graduates to be healthcare leaders and scientists of the future.

The Department of Pharmacy Practices and Sciences is home to the PharmD professional program and offers PhD programs in Health Sciences Research and administers two post-graduate residency programs for Pharmacists.

For a complete job description, please contact Libby Kleppe at [email protected]

Qualifications

Education Requirement

• Bachelor’s degree in major such as: business administration, human resources, communication studies, psychology; or an equivalent combination of related education and experience.

Experience Required

• Working proficiency with Microsoft Office applications or equivalent software, including calendar and email desktop tools
• Evidence of commitment to supporting and/or encouraging an inclusive work environment, such as participation in diversity initiatives or involvement in DEI committees
• Ability to work independently and demonstrate self-motivation for assignment completion
• Experience managing multiple concurrent objectives and tasks while making effective judgments to the priorities of time and resource allocation
• 1-3 years of administration, program and/or project experience
• Ability to handle sensitive information, maintain confidentiality and use discretion in obtaining and releasing confidential information
• Written and verbal communication skills; ability to effectively transmit, receive, and accurately interpret ideas, information and needs through appropriate communication methods and behaviors

Desirable Qualification

• Knowledge and experience with university policies and procedures, including working with university accounting (including travel) policies, practices, processes, and systems

Application and Position Details

• Cover Letter
• Resume
• Job openings 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. Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification. 5 professional references will be requested at a later step in the recruitment process. For additional questions, please contact Libby Kleppe at [email protected].
• In order to be considered for an interview, applicants must upload the following documents and mark them as a “Relevant File” to the submission:

Benefits Highlights

• For more information about Why Iowa? Click here.
• Regular salaried position. Located in Iowa City, Iowa.
• Fringe benefit package including paid vacation; sick leave; health, dental, life and disability insurance options; and generous employer contributions into retirement plans.

Additional Information

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

Compensation

• Pay Level: 3B

Contact Information

• Organization: College of Pharmacy
• Contact Name: Libby Kleppe
• Contact Email: [email protected]