Position Title:Undergraduate Student Services Specialist II
Job Group:Professional & Scientific
Required Minimum Qualifications:Bachelor's degree and 2 years of related experience
Preferred Qualifications:Experience with university systems (Canvas, Workday, etc.)
Experience with process and/or data management
Experience with program support
Experience working in higher education or student services, supporting academic programs or advising offices
Master's degree in STEM or Education
Job Description:
The Undergraduate Student Services Specialist II plays a critical role in supporting the smooth operation of the undergraduate program by collaborating closely with academic advisors, faculty, and administrative staff. This position is responsible for managing ongoing processes and special projects, including data collection, reporting, workflow development, and course schedule planning. You will serve as a central point of coordination between multiple personnel, processes, and information streams, ensuring that the program maintains high academic quality and delivers an excellent student experience. We value innovative perspectives and skills that can enhance operational efficiency and contribute to the success of our students.
Key Responsibilities
Data Collection and Analysis
Gather and verify course enrollment, teaching/advising evaluations, admissions, and peer institution data to inform organizational decision-making.
Develop templates, macros, and automated processes to analyze data and generate visualizations for leadership.
Design and administer surveys in Qualtrics, manage teaching evaluations in Class Climate, and collect data from external sources such as census, NCES, and ASEE.
Coordinate with academic advisors to update reports and preprocess auto-generated data for advising and leadership use.
Utilize business intelligence software, custom databases, and GIS programs to create reports and perform large dataset analyses.
Manage departmental reports such as FAR, ABET, ASEE, Student Credit Hours, and Class Climate evaluations.
Prepare ad hoc reports and compose technical documentation outlining processes and procedures.
Curriculum Management Support
Support the teaching assignment process, including survey updates, error checking, report creation, and entering assignments into Workday.
Assist with semester course schedule planning, registrar updates, COCF submissions, distance course coordination, and room scheduling.
Coordinate instructor course materials, including bookstore data entry and obtaining desk copies from publishers.
Facilitate group night exam scheduling and catalog edits for undergraduate and graduate programs.
Manage workflow processes for independent study requests, prerequisite waivers, curriculum adjustments, and academic grievances.
Schedule and document undergraduate curriculum meetings and learning assessment activities.
Create ad hoc reports comparing peer institution practices to support leadership decision-making.
Student Services
Serve on student-facing activity and scholarship committees, including planning, logistics, budgeting, and portal management.
Organize departmental workshops and programs, such as the College of Engineering APEXe summer program.
Manage the hiring and onboarding process for undergraduate teaching assistants, including coordinating hours, reviewing applications, training via Canvas, and collaborating with finance.
Maintain and curate the Faculty Tools Canvas course to facilitate access to forms and processes.
Serve as backup support for graduate student services and administrative functions, including designing dashboards, assessments, and Canvas tools.
About the Department
The Department of Mechanical Engineering at Iowa State University is the university's first awarded diploma and remains its most popular major. Recognized internationally for innovation in areas such as clean energy, design and manufacturing, and advanced simulation, the department partners closely with industry and federal agencies to shape the future of engineering.
What truly sets us apart is our culture. We celebrate curiosity, ingenuity, and relentless trial and error-all in pursuit of life-changing innovations. Faculty, staff, and students work together in a vibrant, collaborative environment that values creativity, discovery, and impact. Joining our department means becoming part of a community that doesn't just educate engineers, but shapes problem-solvers and innovators ready to make a difference in the world!
Level Guidelines- Intermediate-level position with solid professional and/or technical skills working under general supervision to achieve goals- Applies broad, working knowledge of the principles of the field to moderately complex, difficult, and varied problems and issues- Exercises judgment within defined procedures and practices to determine appropriate action and resolve problems- Responds to a broad range of inquiries and requests- May provide training and/or direction to lower-level staff- May lead projects of moderate scope and complexity- Provides guidance to students
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: October 13, 2025
Posting Close Date:October 27, 2025
Job Requisition Number:R17933
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.
