The Executive Assistant provides 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.

UI Pharmaceuticals is a Contract Development and Manufacturing Organization (CDMO) within the College of Pharmacy at the University of Iowa. Our mission is to improve quality of life by applying our pharmaceutical expertise to advance innovative products into clinical trials. Our vision is to be the premier partner for biotech, government, and research institutions.

We are located on the main campus in Iowa City, which offers a great place to live, top-rated schools, a vibrant nightlife, and world-class healthcare facilities. As a University of Iowa employee, you will have access to an excellent benefits package.

We are expanding our capabilities while maintaining our culture focused on quality, customer service, and community. Consider joining us in the next phase of our growth strategy.

Key Areas of Responsibility

Operational Support and Management

Assist with planning, developing, coordinating and implementing short- and long-range goals as outlined in the strategic plan for the project, program, unit, department, or college/division. Assist with assuring compliance with various policies or procedures (e.g., Safety, Human Resources, and Purchasing).

• 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.
• Scan, upload and send reports to clients as assigned.
• Be the point of contact for visitors, clients, vendors, and auditors visiting the site.

Human Resources

May provide functional and/or administrative supervision of staff. May initiate, review, edit and approve routine HR transactions at the department/unit level. May exercise knowledge of HR policies and procedures; may provide basic guidance and advice at the direction of organizational Human Resources.

• Support efforts to establish and maintain a healthy and productive workplace culture.
• Assist Managing Director, Senior Leadership Team and HR Director in efforts to maximize efforts for employee retention and recruitment.
• Assist Trainer in onboarding and general assistance of new employees.
• Maintain an accurate organizational chart and staff directory.

Financial Responsibility

May initiate and/or approve routine fiscal transactions.

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

Information Management

Research information to facilitate communication process. Review, resolve and respond to requests for information, data, services, complaints, etc.

• Provide analytical and administrative support on a variety of campus wide initiatives that impact the enterprise as directed.
• Review, resolve, and respond to requests for information, data, services, and complaints in accordance with expectations.
• Provide accurate and timely information and serve as liaison to internal stakeholders, collegiate and university leadership.
• Document management for various departments including maintaining off-site storage database and onsite file inventory in accordance with document retention policies and regulatory requirements.

Communications Management

May develop and coordinate internal and external communications.

• 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.
• Author and coordinate internal and external communications on behalf of SLT.

Strategic Planning

Assist in the preparation of UIP strategic plan that aligns with the collegiate plan. Recommend edits to related documentation.

• 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).
• Conduct independent research and provide customized reports to facilitate strategic initiatives.
• Committee participation (department, org, and/or university).
• Collect data to facilitate analysis/data-driven decision-making process.

For a complete job description, please contact Libby Kleppe at libby-kleppe@uiowa.edu

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

• 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.
• Experience managing multiple concurrent objectives and tasks while making effective judgments to the priorities of time and resource allocation.
• Ability to work independently and demonstrate self-motivation for assignment completion.
• Working proficiency with Microsoft Office applications or equivalent software, including calendar and email desktop tools.
• Written and verbal communication skills; ability to effectively transmit, receive, and accurately interpret ideas, information and needs through appropriate communication methods and behaviors.
• Demonstrated knowledge of effective strategies for working with faculty, staff, and students from a variety of backgrounds and perspectives.

Desirable Qualifications

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

Application and Position 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. 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 libby-kleppe@uiowa.edu.

Benefits Highlights

• 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.
• For more information about Why Iowa? Click here.

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.

About University of Iowa

With over 31,000 students, the University of Iowa is one of the nation's top public research universities, a member of the Big Ten conference and the Association of American Universities. The University of Iowa is composed of eleven colleges and is known around the world for its balanced commitment to the arts, sciences, and humanities. It is home to one of the nation's largest academic medical centers and the pioneering Iowa Writers' Workshop. The University of Iowa promotes work/life integration and is located in the casual yet cosmopolitan environment of Iowa City, widely recognized as one of the country's most livable communities.

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