Administrative Assistant of Ivy Graduate Programs

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Job Description:

The Ivy College of Business Graduate Programs Office at Iowa State University is seeking an Administrative Assistant II to join our team. This position provides administrative support in a multi-function high-traffic office that serves graduate students staff faculty alumni prospective students and guests. The role supports the Professional Masters Student Services Director as well as the broader Graduate Programs division which is responsible for recruitment admissions advising and career services for graduate students. The Administrative Assistant will also supervise one administrative staff member.

We are looking for a highly organized detail-oriented individual with the ability to manage multiple tasks and events simultaneously while providing exceptional service. The successful candidate will contribute to creating a welcoming student-focused environment and will demonstrate strong communication organizational and problem-solving skills.

Key Duties and Responsibilities

• Manage daily office operations including supply inventory ordering mail distribution and welcoming guests.
• Coordinate schedules/appointments meetings travel arrangements and event logistics for staff and faculty.
• Provide administrative support for admissions including processing application materials and assisting with assistantship and scholarship documentation and processing.
• Maintain academic records and databases for approximately 500 graduate students as well as prospective student and alumni information.
• Compile reports and track enrollment course data and student progress to support decision-making.
• Support new student onboarding activities including RSVP tracking orientation logistics and communication with participants.
• Plan and execute special events such as Advisor Breakfast Case Competitions and internal staff events.
• Coordinate course availability and registration; communicate with department chairs as needed regarding offerings
• Draft distribute and manage communications to students faculty and staff regarding policies procedures and academic updates; know and understand program and university policies
• Collaborate with faculty admissions staff and marketing/communications teams on outreach applicant updates and website content.
• Provide additional administrative and student services support to ensure efficient operations and a welcoming student-centered environment.

About the Department

At the Debbie and Jerry Ivy College of Business we dont just prepare students for the real worldwe empower them to shape it. Our community is built on innovation collaboration and a passion for excellence that drives everything we do. Students here discover their purpose explore their passions and develop the skills to make a meaningful impact on the global business community.

What truly sets Ivy apart is our unique commitment to our students success from day one. This Graduate Programs Office offers the opportunity to work closely with graduate students who are eager to engage with staff and faculty in personal and meaningful ways. Working with these students is more than just transactional interactions getting to know them and understanding whats going on in their world is a key part of this role while also supporting them through program and college policy and requirements. The opportunity to work with graduate studentsmany of whom bring perspectives from around the worldgives this position a broad scope. The office environment is fast-paced and innovative with a strong focus on providing exceptional service to students staff faculty and guests. The team fosters a welcoming environment centered on teamwork and student success.

Joining Ivy means becoming part of a forward-thinking and dynamic team that values relationships and is focused on student success.

Example of Duties

Performs a variety of administrative support activities.

Prepares minutes notices agendas and correspondence.

Conducts moderately complex research gathers data and prepares reports.

Arranges calls and schedules meetings.

Makes travel reservations and itineraries.

Participates in regularly scheduled team meetings.

Edits documents for grammar spelling and punctuation errors.

Level Guidelines

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

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.

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