Executive Assistant, Design & Construction
University of Iowa

The University of Iowa Facilities Management, Design & Construction is seeking an Executive Assistant. This position works independently performs overall administrative duties and organizational support for the Director, Associate Directors, and Trainer within Design and Construction. Work is performed in a fast-paced and complex work environment and must have the ability to pivot as needed. This position will act as liaison between the office and a wide variety of constituents; will hold responsibility for confidential and time sensitive tasks and materials. Will assist in the planning and implementation of important D&C events. Expected to exercise a high degree of judgment, professionalism, creativity, and discretion.

This position is eligible for a combination of on-campus and remote work. Remote work must be performed at a location within the state of Iowa and comply with the remote work program and related policies and employee travel policy when working at a remote location.

Duties to Include:

• Manage day-to-day administrative activities of D&C leadership by setting and monitoring schedules, organizing the incoming flow of work, prioritizing requests, maintaining a monitoring system for project completion, and following-up to ensure timely responses; prepare materials, equipment, and room reservations for meetings and events.
• Maintains accurate project files and project data.
• Act as a liaison between D&C, Facilities Management and various campus departments, code authorities, internal customers, supervisory personnel, as well as outside consultants, contractors, and City and State Officials to ensure proper coordination of required project processes.
• Prepare, reconcile and submit expense reports for D&C leadership
• Provide oversight and coordination for leadership meetings and conferences including scheduling, gathering and synthesizing data, preparing agendas, attending meetings, and taking notes as requested.

Location: University Services Building (USB)

Schedule: Monday-Friday, 8am-4:30pm

About Facilities Management Design & Construction:

Design & Construction leads a comprehensive and cooperative approach to design and construction excellence in creating a campus that is consistent with the University of Iowa's status as one of the nation's leading academic/research institutions. We support the University's mission to educate, provide community service and encourage environmental sustainability. Design & Construction takes an integrated and sustainable approach to the long-term planning and management of the University of Iowa's land, buildings, and historic resources.

Required Qualifications:

• Bachelor's degree in Business Administration or a related field or an equivalent combination of education and administrative office experience.
• Professional experience (typically 1-3 years) providing high-level administrative office support for multiple individuals in a fast-paced, multi-task environment.
• Excellent written, verbal, and interpersonal communication skills.
• Working experience managing a budget, reconciling accounts, monitoring expenditures and preparing financial reports.
• Ability to process information with a high level of accuracy and solve complex problems effectively and efficiently.
• Ability to manage multiple objectives, projects, and/or activities at the same time, including prioritizing time and allocating resources.
• Extensive knowledge of and ability with MS Office suite including, Outlook, Word, Excel, and PowerPoint.
• Professional experience working effectively with individuals from a variety of backgrounds and perspectives.

Desired Qualifications:

• Professional experience (more than 3 years) in the design and construction industry, including experience understanding contracts and/or project manual specifications providing high-level administrative office support in a professional environment.
• Experience in a higher education facilities management or complex institutional organization.
• Working experience with the following applications: SharePoint, Teams, Trello, Bluebeam and/or Adobe.
• Experience working in confidential setting.
• Working experience understanding, interpreting and communicating information about University policies, procedures and regulations.

Position and 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. Up to 5 professional references will be requested at a later step in the recruitment process.

For additional questions, please contact Andy Brus at andrew-brus@uiowa.edu or 319-467-1454.

Additional Information

• Classification Title: Admin Services Specialist
• Appointment Type: Professional and Scientific
• Schedule: Full-time
• Work Modality Options: Hybrid within Iowa

Compensation

• Pay Level: 3B

Contact Information

• Organization: Finance & Operations (General)
• Contact Name: Andy Brus
• Contact Email: andrew-brus@uiowa.edu

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