Position Title:Administrative Assistant II
Job Group:Professional & Scientific
Required Minimum Qualifications:High school diploma or equivalent and 3 years of related experience
Preferred Qualifications:- Experience or education in the music or theatre field
– Demonstrated experience providing administrative support to multiple stakeholders
– Experience preparing reports and other professional communication
– Financial transaction oversight and tracking experience
– Demonstrated experience in customer service with a variety of constituents
– Experience with Microsoft Office Suite, calendar management and Canva
– Experience coordinating multiple priorities and/or projects
Job Description:
Summary
As part of a community that values creativity and growth, the Music and Theatre Administrative and Ensembles Assistant provides comprehensive administrative support to our department and ensembles. From event coordination and donor relations to supporting scholarship activities and managing financial transactions, this dynamic and fulfilling role contributes to the success of our music programs, supporting our talented faculty and students every day.
Key Responsibilities and Duties:
+ Office Administration: Oversee general office administration tasks. Perform a variety of administrative support activities, including preparing minutes, notices, agendas, and correspondence.
+ Support the Department Chair: Assist the department chair with various administrative tasks. Arrange calls, schedule meetings, and make travel reservations and itineraries. Draft communication and proofread for grammar, spelling, and punctuation.
+ Event and Travel Coordination: Plan and execute departmental events. Assist faculty with ensemble auditions, purchasing music, coordinating travel, and other needs.
+ Recruitment and Scholarships Coordination: Collaborate with the department chair, administrative team, and recruitment committee on recruitment and scholarship activities.
+ Financial Transactions and Reporting: Handle financial transactions, budgets and related documentation. Conduct moderately complex research, gather data, and prepare reports.
+ Marketing Assistance: Support the department chair in marketing efforts for the department. Manage and maintain relationships with donors and alumni.
Candidates must be legally authorized to work in the U.S. on an on-going basis without sponsorship. This position will be hired with the job profile Administrative Assistant II.
About Us: ISU’s Department of Music and Theatre offers undergraduate degrees in Music that prepare students for careers in teaching, performance, and composition. Accredited by the National Association of Schools of Music (NASM), the program combines theoretical knowledge with practical experience. The department boasts a variety of ensembles, including bands, choirs, orchestras, chamber ensembles, and an opera studio, providing students with numerous performance opportunities.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 Vitae2) Letter of Application/Cover LetterIf you have questions regarding this application process, please email employment@iastate.edu 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: February 4, 2025
Posting Close Date:February 11, 2025
Job Requisition Number:R16350
By focusing on the future and providing the best student experience possible, Iowa State attracts students and faculty who want to make a difference. With a comprehensive?land-grant?mission of education, research, extension and outreach, we produce scholars whose ideas change the world. And through Innovate at Iowa State , we provide innovative and entrepreneurial opportunities for students of all backgrounds. Located just 30 minutes north of Des Moines, the city of Ames was recently named one of the Top 10 cities in the U.S. for campus life and career opportunities.
Iowa State University is a welcoming, global, and culturally diverse community of students, faculty, and staff. Campus community members have a wide range of backgrounds and experiences and are committed to engaging with each other respectfully as outlined in the university’s Principles of Community (https://www.iastate.edu/diversity-and-inclusion/principles-community) . Iowa State recognizes that diverse intellectual and philosophical perspectives are vital to innovation, critical thinking skills, and a dynamic academic community that fosters the land-grant ideals of putting science, technology, and human creativity to work.
All offers of employment, oral and written, are contingent upon the university’s verification of credentials and other information required by federal and state law, ISU policies/procedures, and may include the completion of a background check and/or a consumer credit check.
Iowa State University is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, genetic information, national origin, marital status, disability, or protected veteran status and will not be discriminated against. Inquiries can be directed to the Office of Equal Opportunity, 2680 Beardshear Hall, 515 Morrill Road, 515 294-7612, email eooffice@iastate.edu .
If you have questions about the application process please email employment@iastate.edu or call 515-294-4800 or Toll-Free at 1-877-477-7485 . Iowa State University provides reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should email employment@iastate.edu or call (515) 294-4800 or Toll-Free: (877) 477-7485 . TTY users are welcome to use the Iowa Relay Service number by dialing 7-1-1 or (800) 735-2942 .
General ISU compensation information can be found on the University Human Resources (https://www.hr.iastate.edu/careers/compensation) website. Please note that this is only a list of ranges and individuals will be paid commensurate with qualifications.
