Administrative Assistant II - Dean of Students Administration

Position Title:
Administrative Assistant II - Dean of Students Administration

Job Group:
Professional & Scientific

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

Preferred Qualifications:
Experience working in an university setting
Experience working in an administrative position
Experience with scheduling
Experience working with Workday or similar administrative software
Experience with supervising or leading others

Job Description:

The Administrative Assistant II plays a pivotal role in ensuring smooth operations and exceptional service delivery within the Dean of Students Office and related departments. Responsibilities include managing front desk activities, providing administrative support, and coordinating various office functions. This role demands strong organizational skills, attention to detail, and excellent communication abilities to interact effectively with students, faculty, staff, and other stakeholders.

Duties/Responsibilities:

Front Desk and Reception:

• Respond to in-person, phone, and email inquiries for the Dean of Students Office, Office of Student Conduct and Student Assistance.

• Provide referrals and accurate information to students, parents, faculty, staff and other stakeholders.

• Schedule appointments and conference rooms.

• Maintain student contact records.

• Supervise student front desk assistants and ensure student workers are trained in customer service and to provide referrals and accurate information to inquiries.

• Ensure front desk is adequately and effectively staffed throughout all open hours.

• Maintain a digital front desk manual.

Office and Building Support:

• Operate and maintain office equipment.

• Order supplies and manage inventory.

• Distribute mail daily.

• Maintain conference rooms, reception desks, waiting areas, kitchenette and storage space.

• Open and close the office.

• Act as building supervisor.

DSO Portfolio Admin Support:

• Coordinate telecommunications and building access.

• Assist with portfolio-wide projects, examples include award/recognition initiatives, coordination of all staff events and meetings, etc.

• Perform all Workday hiring processes for student workers as JM Support and Timekeeper for all units reporting to the Dean of Students.

• Perform all Workday appointment processes for Graduate Assistants as GA Support for all departments reporting to the Dean of Students, SVPSA Office and Student Health and Wellness.

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

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

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?
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:
March 26, 2024

Posting Close Date:
April 8, 2024

Job Requisition Number:
R14286