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Position Title:Administrative Assistant II

Job Group:Professional & Scientific

Required Minimum Qualifications:High school diploma or equivalent and 3 years of related experience

Preferred Qualifications:Experience providing administrative support and customer service to multiple stakeholders in an office environment.

Experience in higher education, student affairs, or a closely related field.

Experience preparing reports, meeting minutes, and other professional communication.

Experience coordinating multiple priorities and/or projects.

Experience planning, scheduling, or providing logistics for medium to large events.

Job Description:

The Ivy College of Business Graduate Programs Office at Iowa State University is seeking an Administrative Assistant II to provide administrative support in a busy, multi-functional office that serves graduate students, staff, faculty, and guests. This role involves regular interactions with prospective students, alumni, and other visitors to the College.

The Administrative Assistant will support the Professional Masters Student Services Director and the broader Graduate Programs divisions. The team assists graduate students with recruitment, admissions, advising, and career services. The position requires strong organizational skills, attention to detail, and the ability to manage multiple tasks and events simultaneously. The team is dedicated to fostering a welcoming environment focused on teamwork and student success.

Daily responsibilities include working with office technology, handling filing and scanning tasks, managing Outlook emails, answering phone calls, and assisting with in-person requests. The role requires the ability to work independently and collaboratively with a diverse team, to follow directions, prioritize tasks, and maintain a high level of attention to detail. Providing excellent service to students, staff, faculty, and visitors is a priority.

In addition to overseeing office needs such as supply management, mail duties, and file organization, the Administrative Assistant will schedule meetings, assist with travel arrangements, and support team members with meeting planning. This role also involves greeting guests, maintaining the front lobby, and ensuring that flyers are updated and available.

This position offers an exciting opportunity to work closely with graduate and international students in a student-centered environment, where an understanding of diverse perspectives from around the world is highly valued. The office is dynamic and fast-paced, with a reputation for high expectations and a commitment to getting things done efficiently. For someone who thrives in a busy setting with a focus on innovation and progress, this is an ideal place to contribute! The team prioritizes building strong relationships with students and fostering meaningful interactions and impactful experiences. Collaboration is a key aspect of the office culture, and this role will involve working with a wide variety of people and priorities, balancing short- and long-term goals while adhering to both internal and external policies and procedures. The position calls for a strong communicator who can juggle multiple priorities and help bridge gaps between teams and projects. Teamwork and collaboration are essential, and the office values individuals who are self-driven yet willing to work collectively toward the shared goal of improving student success. This new role on a growing team presents a unique opportunity to contribute to the evolving direction of the office!

Candidates must be legally authorized to work in the U.S. on an on-going basis without sponsorship.

Level Guidelines• Career-level position demonstrating proficiency and knowledge of related competencies• Works under direct to general supervision and may receive guidance on more complex assignments• Follows established procedures for work assignments, and completes assignments which are semi-routine and may be atypical in nature• Applies thorough knowledge to respond to inquiries and requests• Able to resolve most problems and issues and respond to requests without escalation• Provides guidance to students• May provide supervision to one to two other staff or lead a small work team

Appointment Type:Regular

Number of Months Employed Per Year:12 Month Work Period

Time Type:Full time

Pay Grade:PS806

Application Instructions:

To apply for this position, please click on “Apply” and complete the Employment Application. Please be prepared to enter or attach the following:1) Resume/Curriculum Vitae2) Letter of Application/Cover LetterIf you have questions regarding this application process, please email employment@iastate.edu or call 515-294-4800 or Toll Free: 1-877-477-7485.Why Choose ISU?Iowa State Employees enjoy comprehensive health and work-life benefits, including medical and dental; as well as:• Retirement benefits including defined benefit and defined contribution plans• Generous vacation, holiday and sick time and leave plans• Onsite childcare (Ames, Iowa)• Life insurance and long-term disability• Flexible Spending Accounts• Various voluntary benefits and discounts• Employee Assistance Program• Wellbeing program

Original Posting Date: September 23, 2024

Posting Close Date:October 2, 2024

Job Requisition Number:R15548

By focusing on the future and providing the best student experience possible, Iowa State attracts students and faculty who want to make a difference. With a comprehensive land-grant mission of education, research, extension and outreach, we produce scholars whose ideas change the world. And through Innovate at Iowa State , we provide innovative and entrepreneurial opportunities for students of all backgrounds. Located just 30 minutes north of Des Moines, the city of Ames was recently named one of the Top 10 cities in the U.S. for campus life and career opportunities.

Iowa State University is a welcoming, global, and culturally diverse community of students, faculty, and staff. Campus community members have a wide range of backgrounds and experiences and are committed to engaging with each other respectfully as outlined in the university's Principles of Community (https://www.iastate.edu/diversity-and-inclusion/principles-community) . Iowa State recognizes that diverse intellectual and philosophical perspectives are vital to innovation, critical thinking skills, and a dynamic academic community that fosters the land-grant ideals of putting science, technology, and human creativity to work.

All offers of employment, oral and written, are contingent upon the university’s verification of credentials and other information required by federal and state law, ISU policies/procedures, and may include the completion of a background check and/or a consumer credit check.

Iowa State University is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, genetic information, national origin, marital status, disability, or protected veteran status and will not be discriminated against. Inquiries can be directed to the Office of Equal Opportunity, 3410 Beardshear Hall, 515 Morrill Road, 515 294-7612, email eooffice@iastate.edu .

If you have questions about the application process please email employment@iastate.edu or call 515-294-4800 or Toll-Free at 1-877-477-7485 . Iowa State University provides reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should email employment@iastate.edu or call (515) 294-4800 or Toll-Free: (877) 477-7485 . TTY users are welcome to use the Iowa Relay Service number by dialing 7-1-1 or (800) 735-2942 .

General ISU compensation information can be found on the University Human Resources (https://www.hr.iastate.edu/careers/compensation) website. Please note that this is only a list of ranges and individuals will be paid commensurate with qualifications.