Administrative Assistant II/III – College of Ag and Life Sciences

Position Title:
Administrative Assistant II/III – College of Ag and Life Sciences

Job Group:
Professional & Scientific

Required Minimum Qualifications:
High school diploma or equivalent and 3 years of related experience

Preferred Qualifications:
Bachelor’s degree
Demonstrated experience providing administrative support to multiple stakeholders or clients.
Experience with Microsoft Office Suite and proficiency in calendar management.
Experience coordinating multiple priorities and/or projects.
Experience preparing reports, meeting minutes, and other professional communication.
Experience with project management and logistics.

Job Description:

The Iowa State University College of Agriculture and Life Sciences seeks an Administrative Assistant II or  III to support the Associate Dean for Facilities and Operations and the Associate Dean for Research and Discovery. The administrative assistant will provide administrative support to the ISU Research Farms (and its affiliate organizations), and the Office of Research and Discovery, and to both Associate Deans leading each office. 

ISU Research Farms are an extensive statewide unit with 14 remote staffed locations including numerous agricultural buildings, residences and ~45 full-time and 25-40 part-time staff.

The CALS Office for Research and Discovery manages Research Development, including pre-award services, teambuilding, and research analytics for the college.  

The administrative assistant will coordinate business operations to enhance the operations and service of the ISU Research Farms and Office for Research and Discovery. This position will provide support to administrative teams and serve as the first point of contact for staff located on and off campus. Administrative support for the Associate Deans involves managing their respective calendars as well as organizing and support occasional team meetings, seminar series, and gatherings. These activities require a high level of professionalism, confidentiality, and self-motivation.

Example of Duties

• Performs a variety of administrative support activities.
• Prepares agendas and non-routine correspondence.
• Gathers data and prepares reports.
• Maintains calendar for assigned staff. This includes aligning related email communications to appointment materials.  Regularly prioritizes and arranges meetings, conferences, and appointments.
• Maintains confidential records.
• Manages events and makes travel reservations and itineraries.
• Participates in regularly scheduled team meetings.  

Administrative Assistant II: PS806

Requires a HS Diploma or equivalent and 3 years of related experience

Administrative Assistant III: PS807

Requires a HS Diploma or equivalent and 5 years of related experience

Candidates must be legally authorized to work in the U.S. on an on-going basis without sponsorship. 

Level Guidelines: Administrative Assistant II
• Career-level position demonstrating proficiency and knowledge of related competencies
• Works under direct to general supervision and may receive guidance on more complex assignments
• Follows established procedures for work assignments, and completes assignments which are semi-routine and may be atypical in nature
• Applies thorough knowledge to respond to inquiries and requests
• Able to resolve most problems and issues and respond to requests without escalation
• Provides guidance to students
• May provide supervision to one to two other staff or lead a small work team

Level Guidelines: Administrative Assistant III

• Senior-level position possessing high-level professional and/or technical skills working independently under minimal supervision to support ISU’s mission and department or work unit goals
• Applies senior-level professional knowledge and expertise to work requiring greater latitude
• Solves moderately complex problems and regularly exercises judgment to determine appropriate action
• Regularly exercises judgment to resolve problems and determine appropriate action on a broad set of issue and problems. May provide recommendations regarding problems/issues outside the bounds of defined procedures and practices
• Responds to complicated inquiries, provides training, and provides direction to lower-level staff.
• May provide supervision for one to two other staff (i.e., leads a small work team)
• May lead projects for which well-defined practices and procedures may not exist
• Provides guidance to students

Appointment Type:
Regular

Number of Months Employed Per Year:

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 University is committed to fostering a workplace of belonging, where diversity is celebrated and equity is a core value. Our 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

Original Posting Date:
January 3, 2024

Posting Close Date:
January 11, 2024

Job Requisition Number:
R13733