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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:Proficiency in Microsoft Office, including calendar management, scheduling, and travel arrangements

Experience managing expenditures, including purchase orders, contracts, P-card transactions, and reimbursements

Demonstrated ability to plan and organize events

Experience with document management

Ability to communicate effectively and work well with external stakeholders and internal partners

Job Description:

Summary

The Debbie and Jerry Ivy College of Business at Iowa State University is seeking an Administrative Assistant II. If organization is your forte and you're eager to learn and take initiative, this position is tailor-made for you!

Reporting directly to two Department Chairs and serving as backup support for others, you'll be instrumental in ensuring efficient administrative operations within the academic departments of the Ivy College of Business. Your contributions will be marked by sound judgment, a commitment to confidentiality, and excellent interpersonal and communication skills.

In this pivotal role, you'll provide high-level administrative support and oversee administrative functions for the Departments of Accounting and Finance. As an Administrative Assistant II, you'll leverage your expertise to provide executive-level administrative support to the department chairs, faculty members, and students. Specific duties include but are not limited to coordinating departmental events, conferences, and meetings, assisting faculty with purchases (including arranging travel), and managing various logistical aspects of the departments’ operations.

The successful candidate will embody a service-oriented approach while maintaining professionalism and friendliness. You'll play a vital role in managing departmental records, calendars, and class schedules. Proficiency in the Microsoft Office suite (Excel, Outlook, Word) is essential, and experience with electronic folder and security management systems, such as CyBox or similar platforms, is beneficial. Willingness to learn the university’s Workday software and tools is also necessary. This position is in-person, located on Iowa State campus in the Ivy College of Business.

Join us and become an integral part of a vibrant community dedicated to excellence in business education and student success.

Departments of Support in the Ivy College of Business: Accounting and Finance

Example of Duties

+ Authorize expenditures, purchase orders, contracts, P-card items, and reimbursements within established limits for the department.

+ Counsel faculty members on University and departmental policies about financial transactions.

+ Act on behalf of the Department Chair with other administrative and faculty units on campus.

+ Provides recommendations to the chair on expenses and funds to be used for a given purpose.

+ Manage the department chairs’ calendars by scheduling meetings, reserving rooms, and adjusting as necessary.

+ Conduct regular progress meetings with the department chairs regarding the status of projects, budgets.

+ Coordinate and attend monthly departmental faculty meetings.

Prepare reports and make recommendations for the Chairs and DOGEs, including but not limited to, 1) Student enrollment reports to perform trend analysis to determine future needs assessments. 2) Course enrollment reports to see if offering a section with low student enrollment is feasible. Also, review sections where enrollment is full to determine if another section should be offered.

+ Write departmental correspondence and memorandums on behalf of the chairs, DOGEs, and faculty members to both external and internal stakeholders.

+ Coordinate meetings for Executive Advisory Councils and Forum Meetings.

+ Coordinate faculty searches.

+ Work with the search committee in identifying advertising sources and place ads.

+ Inform search committee of university policies.

+ Manage Faculty Advancement: Assist department chairs with confidential promotion and tenure cases/issues.

Responsible for maintaining confidential personnel files for faculty and staff.

+ Maintain privacy on personnel issues.

Oversee the hiring of student employees.

+ Track departmental leave.

Create information/news publications for the departments’ websites.

+ Research and publish newsletters, in coordination with the College’s Director of Marketing and Alumni Relations, to notify stakeholders of upcoming deadlines, faculty/departmental achievements, general personnel changes, etc.

+ Serves as the first point of contact for the Accounting and Finance departmental offices and visitors.

+ Secures office supplies for the department from external vendors and manages supply inventory in a cost-effective manner.

+ Maintains departmental office and classroom equipment.

Generally support faculty in their teaching, research, and service.

+ Supervise student workers.

+ Other duties as assigned.

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

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: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 [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

Original Posting Date: January 15, 2026

Posting Close Date:January 22, 2026

Job Requisition Number:R18446

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.