Administrative Assistant II

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 or education in the music or theatre field
• Demonstrated experience providing administrative support to multiple stakeholders
• Experience preparing reports and other professional communication
• Financial transaction oversight and tracking experience
• Demonstrated experience in customer service with a variety of constituents
• Experience with Microsoft Office Suite, calendar management and Canva
• Experience coordinating multiple priorities and/or projects

Job Description:

Summary

As part of a community that values creativity and growth, the Music and Theatre Administrative and Ensembles Assistant provides comprehensive administrative support to our department and ensembles. From event coordination and donor relations to supporting scholarship activities and managing financial transactions, this dynamic and fulfilling role contributes to the success of our music programs, supporting our talented faculty and students every day.

Key Responsibilities and Duties:

• Office Administration: Oversee general office administration tasks. Perform a variety of administrative support activities, including preparing minutes, notices, agendas, and correspondence.
• Support the Department Chair: Assist the department chair with various administrative tasks. Arrange calls, schedule meetings, and make travel reservations and itineraries. Draft communication and proofread for grammar, spelling, and punctuation.
• Event and Travel Coordination: Plan and execute departmental events. Assist faculty with ensemble auditions, purchasing music, coordinating travel, and other needs.
• Recruitment and Scholarships Coordination: Collaborate with the department chair, administrative team, and recruitment committee on recruitment and scholarship activities.
• Financial Transactions and Reporting: Handle financial transactions, budgets and related documentation. Conduct moderately complex research, gather data, and prepare reports.
• Marketing Assistance: Support the department chair in marketing efforts for the department. Manage and maintain relationships with donors and alumni.

Candidates must be legally authorized to work in the U.S. on an on-going basis without sponsorship.  This position will be hired with the job profile Administrative Assistant II.

About Us: ISU’s Department of Music and Theatre offers undergraduate degrees in Music that prepare students for careers in teaching, performance, and composition. Accredited by the National Association of Schools of Music (NASM), the program combines theoretical knowledge with practical experience. The department boasts a variety of ensembles, including bands, choirs, orchestras, chamber ensembles, and an opera studio, providing students with numerous performance opportunities.

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 Vitae
2) Letter of Application/Cover Letter

If 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)
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