Administrative Assistant II

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Job Description:

The Apparel, Events and Hospitality Management (AESHM) department in the College of Health and Human Sciences is seeking an Administrative Assistant II. This position coordinates the administrative and operational functions of the department and provides administrative support to the Department Chair. Responsibilities include coordinating financial and purchasing processes, monitoring departmental expenditures, supporting fee-for-service units, administering course fee activities, coordinating travel and event logistics, managing facilities and access needs, and facilitating day-to-day departmental operations to ensure efficient and effective support for faculty, staff, and students.

The successful candidate will demonstrate strong customer service skills, along with exceptional communication, organizational, and problem-solving abilities. The position requires the ability to manage multiple priorities in a dynamic academic environment while maintaining professionalism and attention to detail. The successful candidate will exercise sound judgment, effectively coordinate a wide range of administrative and financial activities, and ensure compliance with university policies and procedures.

Example of Duties:

• Monitor departmental expenditures, track funding and awards, maintain worktags, and provide financial guidance to faculty and staff.
• Coordinate financial and administrative activities for departmental Fee-for-Service units, including Innovate 1858, DATS Lab, Textiles & Clothing Museum, Functional Textiles Lab, and Fashion Camp.
• Manage purchases of goods and services, including P-card and T&H card transactions, invoices, reimbursements, supplies, catering, course fee purchases, and departmental awards.
• Track travel requests and expenditures, assist with conference registrations, and arrange airfare, lodging, rental cars, charter buses, and university vehicles.
• Coordinate course fee and textbook requests and process purchases using course fee funds.
• Process memberships and sponsorships and coordinate business cards, nametags, nameplates, and other departmental needs.
• Submit maintenance and repair requests, manage keys and building access, and coordinate classroom and office access.
• Maintain classroom and space calendars, assist with room scheduling, and coordinate departmental events, catering, and guest parking.
• Coordinate outgoing mail and packages and create worktags for postal and parcel services.

Preferred Qualifications:

• Experience providing administrative support in a higher education environment, including direct collaboration with multiple team members, departments, faculty, staff, graduate students, and student employees
• Experienced in financial management, including budgeting, purchasing, expense tracking, and coordinating travel arrangements in compliance with institutional or organizational policies
• Skilled in monitoring expenditures and providing guidance to faculty and staff on budget adherence, procurement processes, and institutional financial policies
• Proficient in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint

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.

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:

• Resume/Curriculum Vitae
• Letter of Application/Cover Letter

Why Choose Iowa State University?

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

If you have questions regarding this application process, please email [email protected], or call 515-294-4800 or Toll Free: 1-877-477-7485.

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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 [email protected].

General ISU compensation information can be found on the University Human Resources website. Please note that this is only a list of ranges and individuals will be paid commensurate with qualifications.