Administrative Assistant of Ivy Graduate Programs

Position Title:

Administrative Assistant of Ivy Gradate Programs

Job Group:

Professional & Scientific

Required Minimum Qualifications:

High school diploma or equivalent and 3 years of related experience

Preferred Qualifications:

Experience working with graduate students and/or faculty in a higher education environment.

Experience using student information systems and databases (e.g., Workday or similar systems).

Experience with technology including compiling reports, managing databases, and using Microsoft Office products.

Experience with planning and coordinating events, meetings, or academic programs.

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 don’t just prepare students for the real world—we 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 what’s 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 students—many of whom bring perspectives from around the world—gives 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.

Appointment Type:

Regular

Number of Months Employed Per Year:

12 Month Work Period

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 [email protected] or call 515-294-4800 or Toll Free: 1-877-477-7485. Why Choose ISU? 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.

Original Posting Date:

September 26, 2025

Posting Close Date:

October 3, 2025

Job Requisition Number:

R17865