Administrative Assistant II

Iowa State University • Ames, IA

1d • Onsite

About The Position

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're 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 Accounting and Finance. As an Administrative Assistant II, you'll leverage your expertise to provide executive-level administrative support to the department chairs, faculty members, and students. Specific duties include but are not limited to coordinating departmental events, conferences, and meetings, assisting faculty with purchases (including arranging travel), and managing various logistical aspects of the departments’ operations. 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. 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. Departments of Support in the Ivy College of Business: Accounting and Finance

Requirements

• High school diploma or equivalent and 3 years of related experience

Nice To Haves

• Proficiency in Microsoft Office, including calendar management, scheduling, and travel arrangements
• Experience managing expenditures, including purchase orders, contracts, P-card transactions, and reimbursements
• Demonstrated ability to plan and organize events
• Experience with document management
• Ability to communicate effectively and work well with external stakeholders and internal partners

Responsibilities

• Authorize expenditures, purchase orders, contracts, P-card items, and reimbursements within established limits for the department.
• Counsel faculty members on University and departmental policies about financial transactions.
• Act on behalf of the Department Chair with other administrative and faculty units on campus.
• Provides recommendations to the chair on expenses and funds to be used for a given purpose.
• Manage the department chairs’ calendars by scheduling meetings, reserving rooms, and adjusting as necessary.
• Conduct regular progress meetings with the department chairs regarding the status of projects, budgets.
• Coordinate and attend monthly departmental faculty meetings.
• Prepare reports and make recommendations for the Chairs and DOGEs, including but not limited to, 1) Student enrollment reports to perform trend analysis to determine future needs assessments. 2) Course enrollment reports to see if offering a section with low student enrollment is feasible. Also, review sections where enrollment is full to determine if another section should be offered.
• Write departmental correspondence and memorandums on behalf of the chairs, DOGEs, and faculty members to both external and internal stakeholders.
• Coordinate meetings for Executive Advisory Councils and Forum Meetings.
• Coordinate faculty searches. Work with the search committee in identifying advertising sources and place ads to ensure a broad and diverse applicant pool. Inform search committee of university policies.
• Manage Faculty Advancement: Assist department chairs with confidential promotion and tenure cases/issues. Responsible for maintaining confidential personnel files for faculty and staff. Maintain privacy on personnel issues.
• Oversee the hiring of student employees. Track departmental leave.
• Create information/news publications for the departments’ websites. Research and publish newsletters, in coordination with the College’s Director of Marketing and Alumni Relations, to notify stakeholders of upcoming deadlines, faculty/departmental achievements, general personnel changes, etc.
• Serves as the first point of contact for the Accounting and Finance departmental offices and visitors.
• Secures office supplies for the department from external vendors and manages supply inventory in a cost-effective manner.
• Maintains departmental office and classroom equipment.
• Generally support faculty in their teaching, research, and service.
• Supervise student workers.
• Other duties as assigned.

Benefits

• Iowa State Employees enjoy comprehensive health and work-life benefits, including medical and dental
• Retirement benefits including defined benefit and defined contribution plans
• Generous vacation, holiday and sick time and leave plans
• Onsite childcare (Ames, Iowa)
• Life insurance and long-term disability
• Flexible Spending Accounts
• Various voluntary benefits and discounts
• Employee Assistance Program
• Wellbeing program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees