High school diploma or equivalent and 3 years of related experience
Experience in providing administrative support, Experience organizing and managing events, Experience with project management and logistics, Familiarity with Workday and processes
The Administrative Specialist provides administrative and financial support to the Mechanical Engineering Department and is responsible for communication of information, administration of projects and meeting deadlines, and development of budgets and general financial support. This position assists students with department policies; and serves as a backup to other positions within the department. All staff members are expected to interact collegially and maintain the highest standards of integrity and ethical behavior.
Position Description & Responsibilities
Manage budget, special events, and projections in compliance with federal, state, and local laws, statutes, and regulations related to each area of responsibility
Prepare and process payroll for hourly employees (100+ individuals)
Review expenses, purchases and plan budget by applying accounting, budgetary, and management principles, practices, and procedures
Distribute receipts and expenditures (Department p-card transactions) and verify appropriateness for the department
Monitor assigned budget lines by using budget control methods, policies, and procedures
Communicate data, reports, and results in a concise format with faculty members/account holders and students for projects/events
Manage a budget and work within constraints of the budget by using independent judgment and report variances.
Use administrative and clerical procedures and systems to assist in document preparation with word processing, managing files/records, shorthand/notes, designing forms, and terminology
Communicate effectively in writing on the behalf of the department as appropriate for the needs of the audience (across campus, department, and students-new and potential)
Edit documents for correct grammar for other positions including Communications Specialist II
Coordinate events, travel, and awards for staff, faculty, and visitors to ensure that deadlines are met
Work collaboratively and build strategic relations with colleagues, coworkers, constituents, and volunteers
Accurately prepare and maintain records, files, and reports to ensure the day to day operations go smoothly
Maintain strict confidentiality in department and college
Act as reception for the office and route phone calls to appropriate individuals
Operations Support (20% of Time)
Solve problems or issues within the department by understanding and using the Universityâs decision-making process, policies, procedures, and resources.
Identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems by using logic and reason
Making critical decisions independently by exercising sound judgment and experience
Identified issues by analyzing complex information and develop plans to address
Problem-solve proactively prior to problems with students, staff or department
Other Duties as Assigned (5% of Time)
â¢ Career-level position demonstrating proficiency and knowledge of related competencies â¢ Works under direct to general supervision and may receive guidance on more complex assignments â¢ Follows established procedures for work assignments, and completes assignments which are semi-routine and may be atypical in nature â¢ Applies thorough knowledge to respond to inquiries and requests â¢ Able to resolve most problems and issues and respond to requests without escalation â¢ Provides guidance to students â¢ May provide supervision to one to two other staff or lead a small work team
Number of Months Employed Per Year:
12 Month Work Period
To apply for this position, please click on âApplyâ 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 firstname.lastname@example.org or call 515-294-4800 or Toll Free: 1-877-477-7485.
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.