Administrative Assistant II

Iowa State University•Ames, IA

About The Position

The Graduate College at Iowa State University is seeking an organized, service-oriented Administrative Assistant II to support the Ronald E. McNair Postbaccalaureate Achievement Program. The role provides day-to-day administrative support to students, prospective participants, alumni, faculty, and university partners, and contributes to a program that supports students pursuing graduate education. The position coordinates program activities and events; supports student recruitment, applications, success, and engagement; processes financial and travel transactions; maintains confidential participant and alumni records; and assists with data collection, analysis, reporting, assessment, and documentation. The position may travel with students to regional or national conferences to provide logistical and program support. This is a regular, full-time term appointment, with a proposed end date of September 30, 2027, and possible opportunity for renewal. The position is employed for 12 months per year. Candidates must be legally authorized to work in the United States on an ongoing basis without sponsorship; immigration sponsorship is unavailable. WorkFlex options may be available for some positions; applicants should speak with the Hiring Manager for details.

Requirements

High school diploma or equivalent.
Three years of related experience.
Legally authorized to work in the United States on an ongoing basis without sponsorship.

Nice To Haves

Experience providing administrative support and customer service to multiple stakeholders in an office environment.
Experience coordinating meetings, events, travel, or complex schedules involving multiple participants.
Demonstrated experience providing confidential administrative support.
Experience managing records, tracking deadlines, and coordinating multiple administrative processes simultaneously.
Expertise with Microsoft Office Suite, particularly Excel spreadsheets, Outlook email and calendars, Word documents, PowerPoint presentations, and Teams.

Responsibilities

Serve as a primary administrative contact for the McNair Program, providing information and support to students, prospective participants, alumni, faculty, and university partners.
Coordinate program events and activities, including planning, scheduling, communications, logistics, and on-site support.
Support student recruitment and the application process by preparing recruitment materials, monitoring applications, and communicating with prospective participants.
Maintain accurate and confidential participant and alumni records, databases, and communication lists.
Develop and distribute program newsletters, announcements, and social media content.
Support student success and engagement by monitoring academic progress, communicating graduate school application requirements to graduating students, and participating in program activities and weekly classes.
Process financial transactions and provide business operations support, including purchasing, vouchers, reimbursements, catering, conference registrations, and other program expenditures.
Coordinate staff and student travel arrangements, including transportation, lodging, authorizations, and reimbursements.
Travel with students to regional or national conferences as needed to provide logistical and program support.
Collect, maintain, and analyze program data; assist with participant outcome tracking, report preparation, program assessment, and documentation required for institutional reporting and external funding agencies.