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Iowa State University - Ivy College of Business · 3 hours ago

Administrative Assistant II

Ames, IA

Full-time

Onsite

Mid Level

3+ years exp

Iowa State University - Ivy College of Business is seeking an Administrative Assistant II. This role is essential for ensuring efficient administrative operations within the academic departments, providing high-level support to department chairs and faculty, and managing various logistical aspects of departmental functions.

Higher Education

No H1B

Responsibilities

Authorize expenditures, purchase orders, contracts, P-card items, and reimbursements within established limits for the department

Counsel faculty members on University and departmental policies about financial transactions

Act on behalf of the Department Chair with other administrative and faculty units on campus

Provides recommendations to the chair on expenses and funds to be used for a given purpose

Manage the department chairs’ calendars by scheduling meetings, reserving rooms, and adjusting as necessary

Conduct regular progress meetings with the department chairs regarding the status of projects, budgets

Coordinate and attend monthly departmental faculty meetings

Prepare reports and make recommendations for the Chairs and DOGEs, including but not limited to, 1) Student enrollment reports to perform trend analysis to determine future needs assessments. 2) Course enrollment reports to see if offering a section with low student enrollment is feasible. Also, review sections where enrollment is full to determine if another section should be offered

Write departmental correspondence and memorandums on behalf of the chairs, DOGEs, and faculty members to both external and internal stakeholders

Coordinate meetings for Executive Advisory Councils and Forum Meetings

Coordinate faculty searches

Work with the search committee in identifying advertising sources and place ads to ensure a broad and diverse applicant pool

Inform search committee of university policies

Manage Faculty Advancement: Assist department chairs with confidential promotion and tenure cases/issues

Responsible for maintaining confidential personnel files for faculty and staff

Maintain privacy on personnel issues

Oversee the hiring of student employees

Track departmental leave

Create information/news publications for the departments’ websites

Research and publish newsletters, in coordination with the College’s Director of Marketing and Alumni Relations, to notify stakeholders of upcoming deadlines, faculty/departmental achievements, general personnel changes, etc

Serves as the first point of contact for the Accounting and Finance departmental offices and visitors

Secures office supplies for the department from external vendors and manages supply inventory in a cost-effective manner

Maintains departmental office and classroom equipment

Generally support faculty in their teaching, research, and service

Supervise student workers

Other duties as assigned