Position Title:Administrative Assistant II
Job Group:Professional & Scientific
Required Minimum Qualifications:High school diploma or equivalent and 3 years of related experience
Preferred Qualifications:Previous experience as the first point of contact in an office setting
Experience working within a higher education setting
Calendar and event management experience
Job Description:
Join the Center for Excellence in Learning and Teaching (CELT) as an Administrative Assistant II serving as the first point of contact for visitors and staff. This role, with a working title of Front Office & Program Assistant, supports daily office operations, manages inquiries, coordinates onboarding, maintains office spaces, and assists with CELT events. You'll also provide administrative support to leadership, coordinate committee meetings, and organize data to support strategic initiatives. Ideal for a detail-oriented professional with strong communication and organizational skills.
Example of Duties:
Serve as the first point of contact for visitors and staff at CELT, providing a welcoming, collegial, and professional front-office presence.
Respond to inquiries received via phone, email, or systems such as ServiceNow, ensuring accurate routing and documentation of all interactions.
Supports onboarding efforts by coordinating logistics for candidate interviews and providing orientation overviews for new CELT employees, as well as graduate assistants.
Manage office supply inventory and technology inventory, including serving as tele-communication coordinator. Coordinates ordering through the appropriate university purchasing processes, including disposing of material through asset recovery.
Oversee the organization and coordination of CELT's central office spaces (2622 and 2624 Howe Hall), ensuring shared areas are well maintained. Coordinate conference room scheduling, key-card coordination and access, and mail of CELT-designated areas. Submits facility requests, as necessary, through FP&M, Howe Hall Building Manager, and custodial staff.
Provides logistical assistance to staff hosting internal CELT meetings and provides assistance at CELT-sponsored events (which are held Monday through Friday during the business work day).
Coordinate scheduling for the CELT Advisory Board, Testing Center Advisory Board, and other CELT-coordinated committees, preparing and distributing meeting agendas and minutes and maintaining official documentation.
Provide administrative support to CELT leadership, including scheduling meetings, preparing print materials, and supporting routine office functions as needed.
Conduct environmental scans of institutions and industry as relevant to project goals.
Structure and organize data from multiple sources to support decision-making and project planning.
Candidates must be legally authorized to work in the U.S. on an on-going 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 Vitae2) Letter of Application/Cover LetterIf you have questions regarding this application process, please email employment@iastate.edu or call 515-294-4800 or Toll Free: 1-877-477-7485.Why Choose ISU?Iowa State Employees enjoy comprehensive health and work-life benefits, including medical and dental; as well as:- 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
Original Posting Date: August 14, 2025
Posting Close Date:August 23, 2025
Job Requisition Number:R17609
By focusing on the future and providing the best student experience possible, Iowa State University (http://www.iastate.edu/) attracts students and faculty who want to make a difference. With a comprehensive?land-grant?mission of education, research, extension and outreach, we produce scholars whose ideas change the world. And through Innovate at Iowa State, we provide innovative and entrepreneurial opportunities for students of all backgrounds. Located just 30 minutes north of Des Moines, the city of Ames was recently named one of the Top 10 cities in the U.S. for campus life and career opportunities.
Iowa State University is a welcoming community of students, faculty, and staff. Campus community members have a wide range of backgrounds and experiences and are committed to engaging with each other respectfully as outlined in the university's Principles of Community (https://www.iastate.edu/principles-community) . Iowa State recognizes that diverse intellectual and philosophical perspectives are vital to innovation, critical thinking skills, and a dynamic academic community that fosters the land-grant ideals of putting science, technology, and human creativity to work.
All offers of employment, oral and written, are contingent upon the university's verification of credentials and other information required by federal and state law, ISU policies/procedures, and may include the completion of a background check and/or a consumer credit check.
Iowa State University does not discriminate on the basis of race, color, age, ethnicity, religion, national origin, pregnancy, sexual orientation, genetic information, sex, marital status, disability, or status as a U.S. Veteran. Inquiries regarding non-discrimination policies may be directed to Office of Equal Opportunity, 2680 Beardshear Hall, 515 Morrill Road, Ames, Iowa 50011, Tel. 515-294-7612, email eooffice@iastate.edu.
If you have questions about the application process please email employment@iastate.edu or call 515-294-4800 or Toll-Free at 1-877-477-7485. Iowa State University provides reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should email employment@iastate.edu or call (515) 294-4800 or Toll-Free: (877) 477-7485. TTY users are welcome to use the Iowa Relay Service number by dialing 7-1-1 or (800) 735-2942.
General ISU compensation information can be found on the University Human Resources (https://www.hr.iastate.edu/careers/compensation) website. Please note that this is only a list of ranges and individuals will be paid commensurate with qualifications.
