Job Description

University Counseling Service (UCS) is seeking candidates for the position of Administrative Services Specialist. This key role provides comprehensive administrative support for UCS operations and plays a central part in ensuring the smooth and effective functioning of the department. The Administrative Services Specialist manages the daily activities of UCS support staff, supervises front desk operations, and develops and implements policies, procedures, and practices that guide administrative functions.


This position is responsible for coordinating a wide range of departmental processes to maintain efficient workflow and high-quality service delivery. The successful candidate will utilize a variety of tools--including Microsoft Office, Outlook, Teams, Zoom, DocuSign, Excel, Qualtrics, and SharePoint--to manage documentation, scheduling, and communication. They will also oversee scheduling systems in Titanium (EHR), maintain Outlook calendars, and facilitate internal and external communications with staff, clients, and campus partners. A core aspect of this role is providing a welcoming and professional reception for UCS clients and visitors, contributing to a supportive counseling environment.


In addition to operational oversight, this position collaborates closely with UCS leadership to support the development, implementation, and assessment of agency policies and procedures. The Administrative Services Specialist serves as the primary systems administrator for UCS's electronic health record system, ensuring functionality, troubleshooting issues, and supporting virtual service delivery. The role also encompasses information and communications management, acting as a liaison with campus IT services and other stakeholders to ensure UCS's technological and administrative systems are aligned with departmental goals.

Specific Job Duties & Tasks

Supervise and manage UCS support staff, including front desk operations Coordinate daily administrative workflows to ensure efficient delivery of counseling services. Serve as the primary systems administrator for UCS's electronic health record system (Titanium), including troubleshooting and system development. Utilize office technologies such as Microsoft Office, Outlook, Teams, Zoom, DocuSign, Excel, Qualtrics, and SharePoint to manage documentation and communication. Facilitate scheduling and reception services, ensuring a welcoming and professional experience for clients and visitors. Develop and implement policies and procedures in collaboration with UCS leadership to support operational goals. Monitor and report on operating expenses, verify expenditures, and manage financial transactions. Support virtual and hybrid service delivery, coordinating with campus IT and external vendors. Design and manage internal surveys for assessment and feedback using tools like Qualtrics. Coordinate internal and external communications, including website updates, email management, and public messaging.

For a detailed job description, please email Ruth Appleton at ruth-appleton@uiowa.edu.

About the Division of Student Life

The Division of Student Life is comprised of staff that embrace new ideas and thoughts, works together to keep our students safe, and provides them with life-changing experiences. The Division of Student Life includes 15 departments that span from Recreation Services to the Office of Leadership, Service and Civic Engagement and everything in between. We believe in working together as one team to achieve our mission: fostering student success by creating and promoting educationally purposeful services and activities within and beyond the classroom.

Required Qualifications

Bachelor's degree in a field relevant to the position or equivalent combination of education and additional experience. Experience (typically 1 year or more) working in an administrative/office support role or closely related. Working proficiency with office and tele-mental health support tools and electronic medical records software (e.g., word processing, email, presentation software and spreadsheets, electronic health records); preferably Microsoft Office, Titanium, and Zoom. Experience managing and/or supervising staff, along with extensive ability to execute daily supervision of tasks and responsibilities. Basic understanding and experience of working in teams and collaborative work models. Excellent written, verbal, and interpersonal communication skills. Experience creating and maintaining a welcoming and respectful environment. Experience developing and implementing administrative policies and procedures.

Desirable Qualifications

Familiarity with strategic planning processes and aligning operational goals with organizational objectives. Experience and skills with website maintenance and social media platforms. Experience working in a healthcare administrative environment. Experience working in a mental healthcare setting. Experience working in a college/university setting. Experience monitoring departmental budgets and preparing financial reports.

Application Details

To be considered, applicants must upload a resume and cover letter and mark them as a "Relevant File" to the submission.


Successful candidates will be required to self-disclose any conviction history and will be subject to a criminal background check and credential/education verification.


Job openings are posted for a minimum of 7 calendar days and may be removed from posting and filled any time after the original posting period has ended. Up to 5 professional references will be requested at a later step in the recruitment process. Please note that this position is not eligible for visa sponsorship in the United States. For questions or additional information, please contact Ruth Appleton at ruth-appleton@uiowa.edu.

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