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 implement ation 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 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.

 

For additional questions, please contact Andy Brus at or 319-467-1454.

The University of Iowa is an equal opportunity/affirmative action employer. All qualified applicants are encouraged to apply and will receive consideration for employment free from discrimination on the basis of race, creed, color, religion, national origin, age, sex, pregnancy (including childbirth and related conditions), disability, genetic information, status as a U.S. veteran, service in the U.S. military, sexual orientation, gender identity, or associational preferences.