Administrative Assistant II

Iowa State; Ames (IA); On-site; USD 36,000 - 48,000; Full time

Job summary

Iowa State University - College of Design seeks an organized Administrative Assistant II to support the Ronald E. McNair Postbaccalaureate Achievement Program within the Graduate College.

The role involves coordinating events, assisting with recruitment, managing records, and handling financial and travel transactions. The successful candidate will communicate effectively with students and partners, manage multiple priorities, and contribute to a program advancing graduate education.

Qualifications

• High school diploma or equivalent is required with 3 years of related experience.
• Experience providing administrative support to multiple stakeholders in an office environment is preferred.
• Proficiency with Microsoft Office Suite and data management is expected.
• Ability to handle confidential information and manage various administrative processes simultaneously.

Responsibilities

• Serve as primary administrative contact for the McNair Program, assisting students, alumni, faculty, and partners.
• Coordinate program events, logistics, scheduling, and on-site support.
• Support recruitment by preparing materials, monitoring applications, and communicating with applicants.
• Maintain confidential participant and alumni records and related databases.
• Assist with data collection, reporting, and program communications, newsletters, and social media content.
• Process financial transactions, including purchasing, reimbursements, and conference registrations.
• Coordinate travel arrangements for staff and students and accompany groups at conferences.
• Analyze program data and assist with outcomes tracking and reporting for institutional and external reporting.

Skills

Administrative support

Customer service

Meeting coordination

Travel coordination

Confidentiality

Data management

Education

High school diploma or equivalent

Tools

Microsoft Excel

Outlook

Word

PowerPoint

Teams

Job description

## Administrative Assistant IIApply: Ames, IA: Full time: Posted Today: R20165## Position Title:Administrative Assistant II## Job Group:Professional & Scientific## Required Minimum Qualifications:High school diploma or equivalent and 3 years of related experience## Job Description:The Graduate College at Iowa State University is seeking an organized and service-oriented **Administrative Assistant II** to support the Ronald E. McNair Postbaccalaureate Achievement Program. This position plays an important role in the day-to-day administration of the program, providing support to students, prospective participants, alumni, faculty, and university partners. Responsibilities include coordinating program activities and events, supporting student recruitment and engagement, managing financial and travel transactions, maintaining program records, and assisting with data collection and reporting. The successful candidate will be an effective communicator who enjoys working with students, managing multiple priorities, and contributing to a program focused on supporting students in their pursuit of graduate education.**What You'll Do*** Serve as a primary administrative contact for the McNair Program, providing information and support to students, prospective participants, alumni, faculty, and university partners.* Coordinate program events and activities, including planning, scheduling, communications, logistics, and on-site support.* Support student recruitment and the application process by preparing recruitment materials, monitoring applications, and communicating with prospective participants.* Maintain accurate and confidential participant and alumni records, databases, and communication lists. Develop and distribute program newsletters, announcements, and social media content.* Support student success and engagement by monitoring academic progress, communicating graduate school application requirements to graduating students, and participating in program activities and weekly classes.* Process financial transactions and provide business operations support, including purchasing, vouchers, reimbursements, catering, conference registrations, and other program expenditures.* Coordinate travel arrangements for staff and students, including transportation, lodging, authorizations, and reimbursements. Travel with students to regional or national conferences as needed to provide logistical and program support.* Collect, maintain, and analyze program data; assist with participant outcome tracking, report preparation, program assessment, and documentation required for institutional reporting and external funding agencies.**Preferred Qualifications*** Experience providing administrative support and customer service to multiple stakeholders in an office environment.* Experience coordinating meetings, events, travel, or complex schedules involving multiple participants.* Demonstrated experience providing confidential administrative support.* Experience managing records, tracking deadlines, and coordinating multiple administrative processes simultaneously.* Expertise with Microsoft Office Suite, particularly Excel spreadsheets, Outlook email and calendars, Word documents, Power Point presentations, and Teams.This role offers a rare opportunity to build lasting, meaningful relationships with students across every college at Iowa State. The McNair Program is a close-knit community where staff and Scholars work closely and stay connected long after graduation. You will support students as they apply to a wide range of graduate programs and celebrate with them as they enter top institutions across the country. Many alumni return to share updates about their graduate school journeys and early careers, reflecting the strong sense of support and impact the program creates. For someone who values long-term student development and the chance to make a tangible difference in individual academic trajectories, this position is uniquely rewarding.The successful candidate will join a productive team of professionals who are fully engaged with the students we serve.***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.******This is a term position that may have opportunity for renewal.*** **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* 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. If you have questions regarding this application process, please email [e-mail], or call 515-294-4800 or Toll Free: 1-877-477-7485.## Appointment Type:Regular with Term Appointment (Fixed Term)## Proposed End Date or Length of Term:## September 30, 2027## Number of Months Employed Per Year:12 Month Work Period## Time Type:Full time## Pay Grade:PS806## Original Posting Date:November 3, 2026## Posting Close Date:November 11, 2026## Job Requisition Number:R20165