Administrative Associate, Health Sciences

About the role

The Advancement Associate will join the Health Science Development team at the University of Iowa Center for Advancement (UICA), focusing on philanthropy and engagement to advance strategic initiatives in cancer research and care, brain science and mental well-being, and vision.

This position serves as a key operational partner to the Associate Vice President of Development - Health Sciences, Executive Director of Development - Vision, and development officers. The role involves advancing workstreams independently while keeping stakeholders informed.

Responsibilities

• 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 minimal 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 advancement officers on potential prospects to meet 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 profiles of meeting attendees; summarizes I-Star information and other available data into new profile documents for advancement officers.
• Creates basic meeting materials with limited direction; may suggest items to address common conversations.
• Provides proactive calendaring support; independently prioritizes and decides which meetings to move or cancel.
• Develops 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 officers on invitation lists, making recommendations based on available information; creates project plans in project software and provides work plan management.
• Produces original materials for events (invitations, promotional flyers, program booklets, etc.); provides logistical support at events.
• Submits requests for information from data management; modifies existing queries or writes original queries; reviews information for accuracy and provides basic formatting.

Qualifications

Education & Experience: High School diploma + 6 years of administrative experience, OR associate’s degree + 4 years of administrative experience, OR bachelor’s degree + 2 years of administrative experience.

Education Required: High School Diploma or equivalent.

Schedule

This position is eligible for hybrid work (telecommuting), including working on-site at the office in Iowa City.