Position Title:Administrative Assistant of Ivy Gradate Programs
Job Group:Professional & Scientific
Required Minimum Qualifications:High school diploma or equivalent and 3 years of related experience
Preferred Qualifications:Experience working with graduate students and/or faculty in a higher education environment.
Experience using student information systems and databases (e.g., Workday or similar systems).
Experience with technology including compiling reports, managing databases, and using Microsoft Office products.
Experience with planning and coordinating events, meetings, or academic programs.
Job Description:
The Ivy College of Business Graduate Programs Office at Iowa State University is seeking an Administrative Assistant II to join our team. This position provides administrative support in a multi-function, high-traffic office that serves graduate students, staff, faculty, alumni, prospective students, and guests. The role supports the Professional Masters Student Services Director as well as the broader Graduate Programs division, which is responsible for recruitment, admissions, advising, and career services for graduate students. The Administrative Assistant will also supervise one administrative staff member.
We are looking for a highly organized, detail-oriented individual with the ability to manage multiple tasks and events simultaneously while providing exceptional service. The successful candidate will contribute to creating a welcoming, student-focused environment and will demonstrate strong communication, organizational, and problem-solving skills.
Key Duties and Responsibilities
Manage daily office operations including supply inventory, ordering, mail distribution, and welcoming guests.
Coordinate schedules/appointments, meetings, travel arrangements, and event logistics for staff and faculty.
Provide administrative support for admissions, including processing application materials and assisting with assistantship and scholarship documentation and processing.
Maintain academic records and databases for approximately 500 graduate students, as well as prospective student and alumni information.
Compile reports and track enrollment, course data, and student progress to support decision-making.
Support new student onboarding activities, including RSVP tracking, orientation logistics, and communication with participants.
Plan and execute special events such as Advisor Breakfast, Case Competitions, and internal staff events.
Coordinate course availability and registration; communicate with department chairs as needed regarding offerings
Draft, distribute, and manage communications to students, faculty, and staff regarding policies, procedures, and academic updates; know and understand program and university policies
Collaborate with faculty, admissions staff, and marketing/communications teams on outreach, applicant updates, and website content.
Provide additional administrative and student services support to ensure efficient operations and a welcoming, student-centered environment.
About the Department
At the Debbie and Jerry Ivy College of Business, we don't just prepare students for the real world-we empower them to shape it. Our community is built on innovation, collaboration, and a passion for excellence that drives everything we do. Students here discover their purpose, explore their passions, and develop the skills to make a meaningful impact on the global business community.
What truly sets Ivy apart is our unique commitment to our students' success from day one. This Graduate Programs Office offers the opportunity to work closely with graduate students who are eager to engage with staff and faculty in personal and meaningful ways. Working with these students is more than just transactional interactions- getting to know them and understanding what's going on in their world is a key part of this role, while also supporting them through program and college policy and requirements. The opportunity to work with graduate students-many of whom bring perspectives from around the world-gives this position a broad scope. The office environment is fast-paced and innovative, with a strong focus on providing exceptional service to students, staff, faculty, and guests. The team fosters a welcoming environment centered on teamwork and student success.
Joining Ivy means becoming part of a forward-thinking and dynamic team that values relationships and is focused on student success.
Example of Duties
Performs a variety of administrative support activities.
Prepares minutes, notices, agendas, and correspondence.
Conducts moderately complex research, gathers data, and prepares reports.
Arranges calls and schedules meetings.
Makes travel reservations and itineraries.
Participates in regularly scheduled team meetings.
Edits documents for grammar, spelling, and punctuation errors.
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 available for this position.
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 Vitae 2) Letter of Application/Cover Letter If 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 - Iowa State offers WorkFlex options for some positions. WorkFlex offers flexibility on when, where, and how you do your work. For more information, please speak with the Hiring Manager.
Original Posting Date: September 26, 2025
Posting Close Date:October 3, 2025
Job Requisition Number:R17865
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.
