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Position Title:Records Analyst I - Grad College

Job Group:Merit

Required Minimum Qualifications:• Three years clerical office experience or any combination of general post high school education in an accredited school and clerical experience which totals four years from which comparable knowledge can be acquired.

Preferred Qualifications:Experience managing or auditing records in an organizational setting, ensuring confidentiality, compliance, and data accuracy.

Demonstrated experience in customer service with a large variety of constituents.

Experience which demonstrates familiarity with college or university policies and procedures pertaining to graduate students and supporting faculty in their role.

Experience managing, auditing, or maintaining records in a higher education, government, or organizational setting, with attention to confidentiality, compliance, and data integrity.

Job Description:

The Graduate College at Iowa State University is seeking a Records Analyst I to join our collaborative team dedicated to supporting graduate student success. This position plays a key role in maintaining the integrity of graduate student records by managing academic plans, graduate committees, and program updates. The successful candidate will provide guidance to students, faculty, and staff, ensuring compliance with Graduate Faculty cabinet policies while supporting initiatives that enhance the graduate student experience.

Characteristic Duties and Responsibilities

+ Review and approve graduate student academic plans, committees, and program changes for Graduate Faculty Cabinet policy compliance.

+ Evaluate and process transfer credits, registration reassignments, internal articulations, and credit limit requests.

+ Update and maintain academic plans, troubleshoot course entry issues, and test plan functionality in Workday Extend.

+ Assign students to appropriate DOGE cohorts and manage nondegree or undeclared student assignments.

+ Review requests from students to register while on academic probation and override holds as appropriate

+ Provide accurate, student-centered support through phone, email, ServiceNow, and in-person inquiries.

+ Contribute to cross-functional Graduate College initiatives that enhance graduate education.

Why Join Us?

The Graduate College at Iowa State supports over 4,500 graduate students and their faculty mentors through every stage of the graduate journey. Because of the dynamic and decentralized nature of graduate education, this position offers a stimulating variety of responsibilities and the opportunity to directly impact student success. The successful candidate will thrive in a collaborative, service-oriented environment that values adaptability, attention to detail, and a commitment to helping students and faculty achieve their goals.

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.

This is a one-year term position and may have opportunity for renewal.

Characteristic Duties and Responsibilities

• Supervises and participates in the analysis of student academic records, screens student admissions, resolving current registration problems, or determining eligibility for graduation based upon written and interpreted collegiate policy.

• Maintains computer files and compiles lists and other data for periodic and special reports.

• Maintains regular and recurring contact with the office of the collegiate deans and departmental executives relative to student academic records.

• Makes decisions regarding student records based upon written and interpreted collegiate policy.

• Consults with and advises students concerning their academic problems; receives and answers inquiries by mail and by telephone.

• Performs basic data studies as requested by an administrator.

• Assigns, coordinates, and reviews the work of other clerical personnel for conformance to established guidelines.

• Reviews current procedures within area of assignment and recommends procedural changes as required.

Knowledge, Skills, and Abilities

• Knowledge of institutional and collegiate policies and guidelines relative to student admission, transfer, and graduation.

• Skill in utilizing computer software and online systems.

• Skill in operating office equipment.

• Ability to communicate effectively with staff, students, and the public.

• Ability to make decisions requiring interpretation and judgment.

• Ability to follow oral and written instructions and interpret institutional and other policies accurately.

• Ability to gather and analyze data and display in appropriate format and keep accurate records.

• Ability to exercise functional supervision over employees.

• Ability to organize and prioritize multiple tasks.

Appointment Type:Regular with Term Appointment (Fixed Term)

Proposed End Date or Length of Term:November 23, 2026

Number of Months Employed Per Year:12 Month Work Period

Time Type:Full time

Pay Grade:10

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: October 30, 2025

Posting Close Date:November 9, 2025

Job Requisition Number:R18039

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.