Administrative Assistant III

Position Title:

Administrative Assistant III

Job Group:

Professional & Scientific

Required Minimum Qualifications:

High school diploma or equivalent and 5 years of related experience

Preferred Qualifications:

Bachelor’s degree

Experience in executive-level administrative support

Experience providing administrative support and customer service to multiple stakeholders in an office environment

Advanced proficiency in Microsoft Office Suite and calendar management tools

Experience with Workday

Job Description:

The Iowa State University College of Agriculture and Life Sciences seeks an Administrative Assistant III to support the Associate Dean for Facilities and Operations and the Associate Dean for Research and Discovery. The position will provide administrative support to the ISU Research Farms (and its affiliate organizations), and the Office of Research and Discovery, and to both Associate Deans leading each office.

ISU Research Farms are an extensive statewide unit with 14 remote staffed locations including numerous agricultural buildings, residences and ~45 full-time and 25-40 part-time staff. The CALS Office for Research and Discovery manages Research and Discovery efforts and activities in the college, including pre-award services, agricultural experiment station, teambuilding, and the overall research and discovery enterprise for the college.

The Administrative Assistant will coordinate business operations to enhance the operations and service of the ISU Research Farms and Office for Research and Discovery. This position will provide support to administrative teams and serve as the first point of contact for staff located on and off campus. 

We are seeking a proactive and highly organized Administrative Assistant to provide critical support to two associate deans. This role requires a masterful multitasker who thrives in fast-paced environments and can handle confidential matters with discretion and diplomacy.

Key Responsibilities:

• Manage complex calendars, schedule meetings, and coordinate appointments across multiple time zones

• Arrange detailed travel itineraries, including flights, accommodations, and ground transportation

• Prepare high-level communications including emails, reports, memos, and presentations

• Serve as a liaison between executives and internal/external stakeholders

• Attend meetings to take minutes and ensure follow-up on action items

• Organize company events, board meetings, and executive off-sites

• Process expense reports and assist with budget tracking

• Maintain filing systems and office procedures to ensure operational efficiency

• Exercise sound judgment while handling sensitive information and prioritizing tasks

In this role, you will have the opportunity to make a meaningful impact on the success of both the ISU Research Farms and the Office for Research and Discovery. You will work closely with senior leaders, faculty, staff, and industry partners, giving you a unique vantage point and strong professional connections on and off campus. You will play an essential role in helping two associate deans maximize their effectiveness, ensuring operations run smoothly, and contributing to improvements that strengthen research and discovery in agriculture and life sciences. If you are someone who enjoys being connected, values variety in your work, and wants to know that your efforts are directly influencing the success of an institution, this is a highly rewarding position where you can truly make a difference!

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.

Level Guidelines
• Senior-level position possessing high-level professional and/or technical skills working independently under minimal supervision to support ISU’s mission and department or work unit goals
• Applies senior-level professional knowledge and expertise to work requiring greater latitude
• Solves moderately complex problems and regularly exercises judgment to determine appropriate action
• Regularly exercises judgment to resolve problems and determine appropriate action on a broad set of issue and problems. May provide recommendations regarding problems/issues outside the bounds of defined procedures and practices
• Responds to complicated inquiries, provides training, and provides direction to lower-level staff.
• May provide supervision for one to two other staff (i.e., leads a small work team)
• May lead projects for which well-defined practices and procedures