Advertised Employing Department: Veterinary Microbiology and Preventive Medicine/Veterinary Pathology
Summary of Duties and Responsibilities:
The College of Veterinary Medicine at Iowa State University is seeking candidates for the position of Administrative Specialist III to share administrative responsibilities in the Department of Veterinary Microbiology and Preventive Medicine (VMPM) and the Department of Veterinary Pathology (VPTH). This position will support departmental administration by performing financial, human resources, and general administrative support functions to the department faculty, staff, and Chair. VMPM imparts knowledge and skills in infectious diseases, encourages lifelong learning, conducts basic and applied research focused on animal and human health, participates in professional and community service, and partners with stakeholders to address societal needs. VPTH provides a critical link between the basic and clinical sciences through essential roles in learning for students (undergraduate, veterinary and graduate) and veterinarians, diagnosis and reporting of diseases in domestic animals, and scientific research.
Under direct supervision of the Department Chair in Veterinary Microbiology and Preventive Medicine, and dually supervised by the Department Chair in Veterinary Pathology, the Administrative Specialist will have responsibilities including management of department accounts; preparation of financial reports; administrative support of department, college, and university human resource; facilitation of post-award financial administration; graduate student support; and serving as the office coordinator. The incumbent will serve as the Cost Center Manager for both departments which includes three main financial areas related to finance/accounting (identifying funding changes for salaries, review/approve financial transactions, identifying appropriate accounts for expenses); procurement/expense (transaction based approval on department accounts, making small purchases); grant post-award management (ensuring programmatic compliance with sponsor terms, oversight of financial reports for grants, identify funding changes needed); and work with service delivery team for implementation as needed. Human resources related responsibilities will include the Timekeeper role (reviewing hourly payroll), Job Management Support role (assisting with student hires), as well as assisting with recruitment logistics related to interviews, supporting personnel reviews, and graduate faculty appointments. Additionally, this position will be responsible for providing support to the department with graduate student programs and hiring, with system access as the department’s Graduate Student Support role. This position will also supervise one staff member.
The successful candidate will possess excellent oral and written communication; decision-making skills; excellent computer skills; good organizational skills; have the ability to skillfully manage multiple deadlines; and the ability to work with a diverse group of individuals. The ability to use independent judgment, reasoning and discretion in confidential matters are important to success in the position. Further, the incumbent will have a knowledge of accounting principles and practices in order to complete duties in this position. All College employees have a responsibility to maintain a positive workplace that is free of discrimination and harassment. Collegial interactions with all co-workers and stakeholders are required, and employees are expected to model safe and fiscally responsible behavior for students and peers.
Required Education and Experience:
Bachelor’s degree and 2 years of related experience; OR a combination of education and/or related experience totaling 6 years. Experience must be at a comparable level and directly related to the duties of this position.
Preferred Education and Experience:
Additional years of directly related experience
Experience with account and budget management, grant administration, and general finance responsibilities (i.e., allowable expenses, annual budgeting, account reporting)
Experience in administrative human resource functions (i.e., annual review tracking and collection, scheduling interviews including hospitality, reviewing payroll hours)
Iowa State University is classified as a Carnegie Foundation Doctoral/Research University-Extensive, a member of the Association of American Universities (AAU), and ranked by U.S. News and World Report as one of the top public universities in the nation. Over 36,000 students are enrolled and served by over 6,200 faculty and staff (see www.iastate.edu). Ames, Iowa is a progressive community of 60,000, located approximately 30 minutes north of Des Moines, and recently voted the best college town in the nation (see www.visitames.com).
Iowa State University is an equal opportunity employer committed to excellence through diversity and strongly encourages applications from all qualified applicants, including women, underrepresented minorities, and veterans. ISU is responsive to the needs of dual career couples, is dedicated to work-life balance through an array of policies, and is an NSF ADVANCE institution.
Iowa State University is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status and will not be discriminated against.