Administrative Associate, Health Sciences

Iowa; Iowa City (IA); Hybrid; USD 52,000 - 68,000; Full time

Job summary

The University of Iowa Center for Advancement (UICA) seeks an Administrative Associate within our Health Sciences 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.

The role provides operational partnership to development leaders, manages SOGIs and gift documentation, supports budgets and expense reports, updates I-Star CRM

Qualifications

• HS diploma + 6 years administrative experience, OR associate’s degree + 4 years administrative experience, OR bachelor’s degree + 2 years administrative experience.
• Experience with budget administration and expense reports is preferred.
• Ability to create meeting materials and manage calendars with minimal direction.

Responsibilities

• Serves as operational partner to senior development leaders, advancing workstreams independently.
• Prepares and routes gift-related documents; ensures accuracy and timely processing.
• Assists with budget administration and expense reconciliations per policy.
• Creates, updates, and tracks prospect plans in I-Star CRM; maintains contact reports.
• Plans campus visits and provides recommendations for prospects to meet.
• Drives projects from initiation to completion with timelines and deliverables.
• Generates meeting materials and provides logistical support for events.
• Provides calendar management and prioritizes meetings.
• Collaborates on invitations, events, and donor communications.
• Supports data requests and creates queries as needed.

Skills

Budget administration

Calendar management

Project coordination

Communication with stakeholders

Education

High School diploma

Associate's degree

Bachelor's degree

Tools

I-Star CRM

Project management software

Job description

Administrative Associate, Health Sciences

Job Category: Admin

Requisition Number: ADMIN001814

• Posted : August 17, 2026
• Full-Time
• Hybrid

Locations

Showing 1 location

Description

The University of Iowa Center for Advancement (UICA) seeks anAdvancement Associatewithin ourHealth ScienceDevelopmentteam.This position will join a team focused onphilanthropy and engagement to advanceUniversity of Iowa’s strategic initiatives aroundcancerresearch and care,brainscience andmentalwell-being, and vision.

• Serves as a key operational partner toAssociate Vice PresidentofDevelopment -Health Sciences, Executive Director of Development-Vision anddevelopment 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 processedin a timely manner.
• Assistswith departmental budget administration by processing invoices, reconciling expenses,monitoringbudget activity, and preparing ormaintainingexpense reportsin accordance withUICA policies.
• Creates,updatesandmodifiesprospect 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/oralumni;provides recommendations to the advancement officer on potential prospects to see in a location.
• Independently drives projects from initiation through completion,establishingtimelines, milestones, and deliverables with minimal oversight while ensuring alignment with advancement strategy.
• Createsdetailedprofile of meeting attendees; summarizes I-Star information and other available information into a new profile document for theadvancementofficer'suse.
• Creates basic meeting materials with limited direction; may suggest items to address common conversations.
• Provides proactive calendaringsupport;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 bymodifyingexisting templates to manage workplans.Proactivelymonitorsproject progress and adjusts plans as needed, communicating updates and risks without prompting.
• Answers complex questions from UICA colleagues, externalconstituenciesand/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 for hybrid work (telecommuting) which includes working on-site at our office in Iowa City.

Education & Experience: HSdiploma + 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.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.