Administrative Assistant II

Administrative Assistant II

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. Application Instructions: To apply for this position, please complete the Employment Application. Please be prepared to enter or attach the following:

• Resume/Curriculum Vitae
• Letter of Application/Cover Letter

Why Choose Iowa State University? 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.

If you have questions regarding this application process, please email View email address on click.appcast.io, or call View phone number on click.appcast.io or Toll Free: View phone number on click.appcast.io.