Administrative Assistant III

Iowa State University•Ames, IA

About The Position

The Department of Physics and Astronomy in the College of Liberal Arts and Sciences is hiring an Administrative Assistant III to provide primary administrative support to the department chair, faculty, staff, students, and external stakeholders. Physics is a fundamental physical science with a large impact on many aspects of modern science, computing, engineering and artificial intelligence. Our department has a large footprint in condensed matter physics, nuclear physics and high energy physics.

Requirements

High school diploma or equivalent
5 years of related experience
Candidates must be legally authorized to work in the U.S. on an ongoing basis without sponsorship. Immigration sponsorship is not available for this position.

Nice To Haves

Experience providing administrative support in a higher education, academic, or complex organizational environment.
Strong organizational and project management skills, with the ability to manage multiple priorities, meet deadlines, and handle confidential processes.
Demonstrated ability to collaborate effectively with faculty, staff, students, alumni, donors, and external stakeholders.
Experience coordinating meetings, events, travel, reports, records, and other administrative activities.
Experience with data management, reporting, process documentation, and supporting committees or organizational initiatives.

Responsibilities

Provide primary administrative support to the department chair, including calendar management, travel coordination, communications, and stakeholder engagement.
Manage confidential faculty processes, including annual reviews, promotion and tenure, post-tenure reviews, term faculty advancements, and records retention.
Support faculty searches by coordinating logistics, advertisements, documentation, and search committee activities.
Prepare departmental reports by collecting, analyzing, and compiling data for external agencies and university partners.
Coordinate department meetings, committees, minutes, and administrative communications.
Support faculty and graduate students with reimbursements and related administrative processes.
Coordinate department awards, including nomination processes, committees, and award events.
Manage alumni, donor, and advisory council relations, including communications, meetings, and visits.
Coordinate department events, seminars, and engagement activities.
Provide staff oversight, training, and operational support to ensure effective department office functions.