Administrative Associate, Health Sciences

University of Iowa Center for Advancement; Iowa City (IA); Hybrid; USD 45,000 - 65,000; Full time

Job summary

The University of Iowa Center for Advancement seeks an Advancement Associate for the Health Science Development team in Iowa City. The role supports philanthropy and engagement to advance cancer research, brain science, and vision initiatives.

Responsibilities include budget processing, gift documentation, CRM management (I-Star), and coordinating visits and events. A hybrid work option is available, with on-site duties in Iowa City; cover letter is required.

Qualifications

• Experience in administrative support and budget processing.
• Proficiency with CRM systems (I-Star) and meeting/event coordination.
• Strong organizational and communication skills.

Responsibilities

• Serve as operational partner to development leadership and drive workstreams with minimal oversight.
• Prepare and route gift documentation; ensure timely processing of gift agreements.
• Plan campus visits and coordinate materials for events and meetings.
• Create prospect plans, update CRM entries, and generate attendee profiles.

Education

High School Diploma

Associates Degree

Bachelor's Degree

Tools

I-Star CRM

Budget Administration

Calendar/Meeting Scheduling

Event Materials

Job description

The University of Iowa Center for Advancement (UICA) seeks an Advancement Associate within our Health Science Development team. This position will join a team focused on philanthropy and engagement to advance University of Iowa’s strategic initiatives around cancer research and care, brain science and mental well-being, and vision.

• Serves as a key operational partner to Associate Vice President of Development -Health Sciences, Executive Director of Development - Vision and development officers, advancing workstreams independently while keeping stakeholders informed.
• Prepares, reviews, and routes Statements of Gift Intent (SOGIs) and supporting documentation; partners with development staff and internal stakeholders to ensure gift agreements are complete, accurate, and processed in a timely manner.
• Assists with departmental budget administration by processing invoices, reconciling expenses, monitoring budget activity, and preparing or maintaining expense reports in accordance with UICA policies.
• Creates, updates and modifies prospect plans in I-Star CRM with little direction; provides reminders and follow up for advancement officers related to prospect plans; enters contact reports.
• Plans campus visits for prospects, donors, and/or alumni; provides recommendations to the advancement officer on potential prospects to see in a location.
• Independently drives projects from initiation through completion, establishing timelines, milestones, and deliverables with minimal oversight while ensuring alignment with advancement strategy.
• Creates detailed profile of meeting attendees; summarizes I-Star information and other available information into a new profile document for the advancement officer's use.
• Creates basic meeting materials with limited direction; may suggest items to address common conversations.
• Provides proactive calendaring support; independently prioritizes and decides which meeting to move or cancel.
• Creates procedures and shares best practices for internal processes; uses project management software in non-standard ways by modifying existing templates to manage workplans. Proactively monitors project progress and adjusts plans as needed, communicating updates and risks without prompting.
• Answers complex questions from UICA colleagues, external constituencies and/or donors.
• Collaborates with advancement officer on invitation list, making recommendations based on information available; creates project plan in project software and provides work plan management; produces original materials for events (invitations, promotional flyers, program booklets, etc.); provides logistical support at the event.
• Submits requests for information from data management; modifies existing queries or writes original queries; reviews information for accuracy and provides basic formatting.
• This position is eligible forhybridwork (telecommuting) which includes working on-site at our office in Iowa City.
• Cover letter submission is required.

Education & Experience

HS diploma + 6 years administrative experience, OR associate’s degree + 4 years administrative experience, OR bachelor’s degree + 2 years administrative experience.

Qualifications

Education

Required

High School or better in High School Diploma.