What are the responsibilities and job description for the Program Assistant position at Jobs@UIOWA?
The University of Iowa, College of Law is seeking Faculty Program Assistant provides coordination and administrative support to faculty programs, including but not limited to the Field Placement Program and Citizen Lawyer Program (35%), visiting scholars program, and adjunct instructors, as well as contributes to various academic support initiatives within the College of Law. This position is a member of an administrative support team utilizing a shared work model and is eligible for a hybrid work arrangement. This position helps organize and coordinate diverse programs, provides administrative support, and fosters a positive relationship with students, faculty, staff, and external partners. Responsibilities require the ability to plan, prioritize, and organize a varied workload; learn and use University and collegiate software, systems, and applications; exercise independent judgment, confidentiality, attention to detail, and accuracy; and demonstrate discretion and initiative to perform job duties both independently and as a team member.
Specific Job Duties and Tasks
- Provide dedicated support to director of the Field Placement Program in the coordination and administration of the field placement program. Duties include, but are not limited to, maintaining accurate program descriptions, posting positions, assisting with student and employer application processes, facilitating student practice certifications, communicating program procedures to students and employers, maintaining website content, and collecting and maintaining evaluations of the program.
- Provide dedicated support to director of the Citizen Lawyer Program in the coordination and administration of Pro Bono Projects and service recognition programs.
- Support outreach relating to the Programs, including 1) seeking out new field placements with host organizations and potential pro bono project sponsor sites and 2) outreach to students seeking pro bono opportunities and field placements.
- Gather information and support UICA requests for information regarding summer grants.
- Liaise with Financial Aid to notify students of summer awards and associated requirements.
- Monitor expenditures, accept payments, and reconcile accounts.
- Work with directors to identify areas for programmatic improvement and actively contribute to the development of initiatives enriching student experiences.
- Collaborate with Clinic and Career Services staff to ensure continuity and coordination of programming, enhancing experiential learning opportunities for students.
- Collaborate with HR in communicating policies effectively to adjuncts.
- Maintain contact with adjuncts from appointment to the start of teaching duties.
- Maintain strong relationships with employers involved in Field Placement and Citizen Lawyer programs, ensuring robust partner engagement.
- Act as the primary point of contact for new adjuncts, providing consistent support and information.
- Facilitate extensive communication with scholars before their visit, maintaining contact for extended periods. Collaborate with International Student & Scholar Services (ISSS) Office, HR, Director of Finance, and Library staff to support visiting scholars.
To obtain the full job description including key areas of responsibility, technical competencies, and desirable qualifications, please contact joshua-gulick@uiowa.edu
Position Qualifications
Required Education:
- Bachelor’s degree or equivalent combination of education and experience.
Experience Required:
- Evidence of strong organizational and prioritization skills, accuracy, and attention to detail.
- Excellent interpersonal, written, and verbal communication skills.
- Highly organized and able to establish priorities.
- Proven problem-solving skills, adaptability and flexibility, ability to multi-task, follow-through on assignments, and be highly responsive in a deadline-oriented environment.
- Experience handling sensitive information and maintaining confidentiality.
- Demonstrated ability to edit and coordinate various forms of precise correspondence/ communication with a high degree of accuracy.
- A working knowledge and proficiency with one or more of the following: Microsoft Office Suite (or Word and Excel), Office365, SharePoint, Zoom, Adobe Acrobat, web-editing software; and/or demonstrated ability to learn emerging technology.
- Demonstrated ability to maintain effective and respectful working relationships with the campus community to uphold a standard of cultural competency and respect for differences in identity and perspective.
- Experience working in a team-based environment with minimal supervision.
- Valid driver's license and the ability to meet and maintain UI Fleet Safety driving requirements.
Desirable Qualifications:
- Experience with Qualtrics or other survey software.
- Knowledge of University of Iowa policies and procedures.
- Experience and evidence of project management skills.
- Experience with graphic design programs like Canva.
- Experience working with law faculty, in a legal setting, or legal terminology.
- Experience with 1220 or similar CRM software.
- Experience developing and maintaining relationships with external stakeholders.
Application 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:
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Resume
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Cover Letter
Job openings are posted for a minimum of 14 calendar days and may be removed from posting and filled any time after the original 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. Up to 5 professional references will be requested at a later step in the recruitment process. For questions, contact Josh Gulick at joshua-gulick@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.
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