Administrative Assistant III

Administrative Assistant III

The Department of Physics and Astronomy in the College of Liberal Arts and Sciences is hiring an Administrative Assistant III to provide primary administrative support to the department chair, faculty, staff, students, and external stakeholders.

Physics is a fundamental physical science with a large impact on many aspects of modern science, computing, engineering and artificial intelligence. Our department has a large footprint in condensed matter physics, nuclear physics and high energy physics.

Example of Duties

• Provide primary administrative support to the department chair, including calendar management, travel coordination, communications, and stakeholder engagement.
• Manage confidential faculty processes, including annual reviews, promotion and tenure, post-tenure reviews, term faculty advancements, and records retention.
• Support faculty searches by coordinating logistics, advertisements, documentation, and search committee activities.
• Prepare departmental reports by collecting, analyzing, and compiling data for external agencies and university partners.
• Coordinate department meetings, committees, minutes, and administrative communications.
• Support faculty and graduate students with reimbursements and related administrative processes.
• Coordinate department awards, including nomination processes, committees, and award events.
• Manage alumni, donor, and advisory council relations, including communications, meetings, and visits.
• Coordinate department events, seminars, and engagement activities.
• Provide staff oversight, training, and operational support to ensure effective department office functions.

Preferred Qualifications:

• Experience providing administrative support in a higher education, academic, or complex organizational environment.
• Strong organizational and project management skills, with the ability to manage multiple priorities, meet deadlines, and handle confidential processes.
• Demonstrated ability to collaborate effectively with faculty, staff, students, alumni, donors, and external stakeholders.
• Experience coordinating meetings, events, travel, reports, records, and other administrative activities.
• Experience with data management, reporting, process documentation, and supporting committees or organizational initiatives.

This position is a part-time appointment with an expected schedule of 30 hours per week.

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.

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

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.

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. View phone number on click.appcast.io, email View email address on click.appcast.io.

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.