Administrative Assistant II - Student Counseling Services

Position Title:

Administrative Assistant II - Student Counseling Services

Job Group:

Professional & Scientific

Required Minimum Qualifications:

High school diploma or equivalent and 3 years of related experience

Preferred Qualifications:

2-3 years of administrative experience in counseling, healthcare, student services, or similar client-support setting.

Experience coordinating logistics for meetings, events, training, or programs (e.g., scheduling spaces, ordering supplies, tracking participation)

Experience supporting purchasing, billing coordination, or financial tracking processes

Experience maintaining records and supporting recurring administrative workflow

Job Description:

Student Counseling Services at Iowa State University is seeking an Administrative Assistant II to support the internal operations of a busy, student-focused department. This role serves as a key behind-the-scenes resource, helping ensure that administrative, financial, and logistical processes run smoothly so the center can effectively support student mental health and well-being.

In this position, you will focus on the coordination of purchasing, billing-related tasks, scheduling logistics, and internal systems that keep the center organized and on track. The work is primarily office-based and supports internal staff, programs, and operations. While collaboration is essential, this role is well-suited for someone who enjoys independent, detail-oriented work and takes pride in keeping complex processes running efficiently.

This position offers a meaningful blend of structure and variety. Regular weekly responsibilities provide consistency, while outreach activities and special events introduce opportunities for problem-solving and coordination. If you enjoy creating order, anticipating needs, and being a trusted go-to resource behind the scenes, this role offers stability, purpose, and the chance to contribute to work that makes a real difference for students.

What You’ll Do

• Support purchasing requests, billing coordination, and financial tracking to ensure smooth center operations

• Coordinate scheduling logistics, space reservations, and related planning for meetings, trainings, and events

• Maintain inventory, monitor supply levels, and ensure materials are available when needed

• Support timekeeping, routine reporting, and recurring administrative processes

• Organize and maintain internal documentation, procedures, and tracking systems

• Collaborate with internal staff to anticipate needs, flag issues, and recommend process improvements

• Provide backup support for front desk operations as needed to ensure continuity of services

What You’ll Get

• Insurance benefits beginning on your first day, with timely enrollment

• Robust retirement options with substantial university contributions

• Paid vacation, sick leave, and holiday pay

• Tuition reimbursement available after one year of employment

• A reliable Monday–Friday schedule that supports work-life balance

About Student Counseling Services

Student Counseling Services provides mental health support, outreach, and educational resources that promote student well-being and academic success. The center collaborates with campus partners to connect students with timely, accessible services and works to create a welcoming environment where students feel supported and heard.

Learn more about our services and team at: https://cyclonehealth.iastate.edu/student-counseling-services 

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