Administrative Assistant of Ivy College of Business

Position Title:

Administrative Assistant of Ivy College of Business

Job Group:

Professional & Scientific

Required Minimum Qualifications:

High school diploma or equivalent and 3 years of related experience

Preferred Qualifications:

Experience providing administrative support and customer service to multiple stakeholders in an office environment.
Experience managing high-level administrative tasks for top-level executives.
Experience preparing reports, meeting minutes, and other professional communication.
Experience coordinating multiple priorities and/or projects.
Experience with Microsoft Office Suite, particularly Excel spreadsheets, Outlook email and calendars, Word documents, Microsoft Teams, and Workday software.
Experience planning, scheduling, or providing logistics for medium to large events.

Job Description:

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 are 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 Information Systems & Business Analytics and Supply Chain Management. As an Administrative Assistant II, you'll leverage your expertise to provide executive-level administrative support to the department chairs, faculty members, and students. Additional duties include but are not limited to coordinating departmental events, conferences, and meetings, such as the Annual Voorhees Supply Chain Conference and the Annual Business Analytics Symposium, along with arranging travel and managing various logistical aspects of the departments’ operations.

This position serves as the front face of the two departments, and we are looking for a colleague who is always ready to provide administrative support to constituents. This position requires a dynamic individual who can successfully adapt to a workflow that comes in waves. There will be times of high activity where prioritization and quick response are crucial. During other times, the candidate must be able to take initiative to identify and work on valuable administrative tasks in addition to performing  routine tasks.

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. A 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!

Candidates must be legally authorized to work in the U.S. on an ongoing basis without sponsorship. 

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