Administrative Assistant II

Iowa State University - College of Design; Mackay (ID); On-site; USD 40,000 - 55,000; Full time

Job summary

The Apparel, Events and Hospitality Management (AESHM) department at Iowa State University seeks an Administrative Assistant II to coordinate administrative and financial operations and support the Department Chair. The role emphasizes accuracy, timely processing, and exceptional service in a busy academic setting.

Responsibilities include managing purchases, course fees, travel arrangements, event logistics, and facilities access, while ensuring compliance with university policies and

Qualifications

• High school diploma or equivalent
• 3 years of related experience
• Experience providing administrative support in higher education
• Strong customer service, communication and organizational skills
• Ability to manage multiple priorities in a dynamic academic environment

Responsibilities

• Coordinate financial and purchasing processes and monitor departmental expenditures
• Provide administrative support to the Department Chair
• Support fee-for-service units, course fee activities and travel logistics
• Coordinate department events, room scheduling and facilities access
• Maintain day-to-day departmental operations with attention to policy compliance

Skills

Customer service

Communication

Organization

Problem-solving

Microsoft Office

Education

High school diploma or equivalent

Tools

P-card

Job description

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 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.

Appointment Type: Regular Number of Months Employed Per Year: 12 Month Work Period Time Type: Full time Pay Grade: PS806 Original Posting Date: September 23, 2026 Posting Close Date: October 4, 2026 Job Requisition Number: R19954

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.

Current employees (excluding temporary, student and graduate assistants) must apply through the Workday Internal Careers Hub.

By focusing on the future and providing the best student experience possible, Iowa State University attracts students and faculty who want to make a difference. With a comprehensiveland-grantmission 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. 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.

Iowa State University does not discriminate on the basis of race, color, ethnicity, religion, national origin, pregnancy, sexual orientation, genetic information, sex, marital status, disability, or status as a U.S. Veteran.

If you have questions about the application process please email [e-mail] 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 [e-mail] or call [phone] or Toll-Free: [phone]. TTY users are welcome to use the Iowa Relay Service number by dialing 7-1-1 or [phone]. 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.