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Position Title:Graduate Student Services Specialist II

Job Group:Professional & Scientific

Required Minimum Qualifications:Bachelor’s degree and 2 years of related experience

Preferred Qualifications:Experience working with graduate students

Experience working with faculty and administrative teams

Professional work experience or master's degree in field related to academic programs

Experience using Student Information Systems and/or related technology

Job Description:

The Ivy College of Business Graduate Programs Office at Iowa State University is seeking a dedicated and student-focused Graduate Student Services Specialist II. This position provides comprehensive recruitment/admissions and advising support for the Ivy PhD Program and professional master’s programs in a multi-function, high-traffic office serving graduate students, faculty, staff, alumni, and prospective students. The role offers a unique opportunity to work closely with highly motivated graduate students from various backgrounds while contributing to innovative and collaborative program development.

Key Duties and Responsibilities

PhD Recruitment and Admissions

+ Oversee admission application materials and processes for all PhD graduate programs and cross-train on Ivy graduate admissions.

+ Manage the PhD program database of applicants, students, and alumni.

+ Serve as the primary contact for prospective and incoming PhD students, maintaining regular communication.

+ Assist with PhD promotional materials, website content, and recruitment events.

+ Act as liaison between the Ivy PhD program, University Admissions, and the Graduate College.

PhD Advising Support

+ Monitor Program of Study, graduation applications, and related processes; provide guidance to current students in collaboration with area coordinators.

+ Maintain student files and academic records for the PhD program.

+ Coordinate course scheduling and registration for PhD students with area coordinators.

+ Disseminate information and manage processes for annual doctoral student teaching/research awards.

+ Assist students in navigating university and program policies.

+ Organize PhD student annual reviews and coordinate comprehensive exams with department chairs and area coordinators.

Professional Master’s Academic Advising

+ Serve as academic advisor for students in Supply Chain Management (MSSCM), Accounting Analytics (MAA), and Healthcare Analytics and Operations (MHAO).

+ Provide expert guidance on course registration, degree requirements, and graduation preparation.

+ Participate on admissions committees and review applications for MSSCM, MAA, and MHAO.

+ Manage course demand and enrollment planning in collaboration with the Advising and Records team.

Administrative Support

+ Organize PhD program events, including new student orientation and networking opportunities.

+ Prepare and submit data reports for the PhD Director and university stakeholders.

+ Respond to phone, email, mail, and walk-in inquiries regarding graduate business program information.

+ Oversee PhD graduate assistantship processing.

+ Provide planning and administrative support to the Director of the PhD Program and Director of Professional Masters Student Services.

+ Cross-train on admission and student record functions for all Graduate Programs.

Program Coordination

+ Coordinate the Deep Technology Venture Creation Program in collaboration with faculty directors.

+ Support students and faculty associated with the Deep Technology Venture Creation Program.

About the Department

At the Debbie and Jerry Ivy College of Business, we don’t just prepare students for the real world—we empower them to shape it. Our community is built on innovation, collaboration, and a passion for excellence that drives everything we do. Students here discover their purpose, explore their passions, and develop the skills to make a meaningful impact on the global business community.

What truly sets Ivy apart is our unique commitment to our students’ success from day one. As the only public university business college where every student is directly admitted to the college and their major, our students immediately gain access to a powerful network of resources: world-class faculty who are invested in their growth, advisors who go above and beyond, robust career services, vibrant student organizations, and specialized support like our writing and speaking center.

Joining Ivy means becoming part of a forward-thinking and dynamic team that values relationships and celebrates achievement. Our culture thrives on collaboration—faculty, staff, and students work side-by-side to create an environment where ideas are shared freely, creativity is encouraged, and innovation is celebrated. If you’re seeking a workplace where your contributions matter and your work will inspire future business leaders, you’ll find your home at the Ivy College of Business.

Level Guidelines• Intermediate-level position with solid professional and/or technical skills working under general supervision to achieve goals• Applies broad, working knowledge of the principles of the field to moderately complex, difficult, and varied problems and issues• Exercises judgment within defined procedures and practices to determine appropriate action and resolve problems• Responds to a broad range of inquiries and requests• May provide training and/or direction to lower-level staff• May lead projects of moderate scope and complexity.• Provides guidance to students

Candidates must be legally authorized to work in the U.S. on an ongoing basis without sponsorship. Immigration sponsorship is not available for this position.

Appointment Type:Regular

Number of Months Employed Per Year:12 Month Work Period

Time Type:Full time

Pay Grade:PS807

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 Vitae 2) Letter of Application/Cover Letter If you have questions regarding this application process, please email [email protected] 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 • Iowa State offers WorkFlex options for some positions. WorkFlex offers flexibility on when, where, and how you do your work. For more information, please speak with the Hiring Manager.

Original Posting Date: September 11, 2025

Posting Close Date:September 21, 2025

Job Requisition Number:R17778

By focusing on the future and providing the best student experience possible, Iowa State University (http://www.iastate.edu/) 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 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/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 does not discriminate on the basis of race, color, age, ethnicity, religion, national origin, pregnancy, sexual orientation, genetic information, sex, marital status, disability, or status as a U.S. Veteran. Inquiries regarding non-discrimination policies may be directed to Office of Equal Opportunity, 2680 Beardshear Hall, 515 Morrill Road, Ames, Iowa 50011, Tel. 515-294-7612, email [email protected].

If you have questions about the application process please email [email protected] 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 [email protected] 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.