Administrative Assistant II

Iowa State University; Ames (IA); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Retirement benefits

Vacation and holidays

Onsite childcare

Life insurance

Flexible Spending Accounts

Employee Assistance Program

Wellbeing program

WorkFlex options

Job summary

Iowa State University’s Graduate College seeks an organized Administrative Assistant II to support the Ronald E. McNair Postbaccalaureate Achievement Program.

The role centers on day-to-day administration, assisting students, alumni, faculty, and partners, and handling records, communications, and travel arrangements. The position involves coordinating events, recruitment activities, and data reporting, with a focus on accuracy and discretion in handling sensitive information.

Qualifications

• High school diploma or equivalent and 3 years of related experience.
• Experience providing administrative support.
• Experience coordinating meetings, events, travel, or complex schedules.
• Demonstrated experience providing confidential administrative support.
• Experience managing records, tracking deadlines, and coordinating multiple administrative processes simultaneously.

Responsibilities

• Serve as 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.

Skills

Administrative support

Customer service

Communication

Multitasking

Education

High school diploma or equivalent

Tools

Microsoft Excel

Outlook

Word

PowerPoint

Teams

Job description

Required Minimum Qualifications

High school diploma or equivalent and 3 years of related experience

Position Title

Administrative Assistant II

Job Group

Professional & Scientific

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.

Why Choose Iowa State University?

• 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.

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

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. [phone], email [e-mail].

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.