Job Description

Position Title:

Secretary III

Job Group:

Merit

Required Minimum Qualifications:

Any combination of related clerical office experience, related undergraduate education and/or post high school clerical training that is the equivalent to four years of full-time employment and includes the use of word processing.

Preferred Qualifications:

Experience in reception or front-desk responsibilities, including answering phones and greeting visitors
Experience providing administrative support in a multi-person office environment
Proficiency in scheduling and calendar management using Microsoft Office tools
Experience updating websites and creating newsletters
Familiarity with design software such as Adobe InDesign or similar programs

Job Description:

The Mathematics Department at Iowa State University is seeking a Secretary III to provide essential administrative support. This position plays a key role in coordinating records management, departmental communications, textbook logistics, key distribution, undergraduate committee support, purchasing, exam scheduling, and room reservations. The successful candidate will be highly organized, detail-oriented, and capable of managing multiple processes that are critical to daily department operations.

This is a dynamic role located in the central office of the busy department—a hub where faculty, students, and staff are frequently in and out throughout the day. You’ll be involved in a wide range of tasks, from assisting faculty with instructional needs to supporting students and collaborating with other staff members. If you enjoy a fast-paced environment, working with many different people, and being part of a team that contributes to academic success, this position offers a rewarding experience with plenty of variety and little routine.

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

Characteristic Duties and Responsibilities

• Coordinates, maintains, and monitors intra-unit operations, procedures and activities with other secretarial/clerical personnel to maintain consistency in the application of policies and procedures as related to assigned work area.

• Composes non-routine correspondence requiring judgment in the application of policies and procedures in both the assigned and related work areas.

• Collects, compiles, and analyzes data for specialized reports requiring some informational search (data research, external contacts, complex queries, etc) and a knowledge of the operations of both the assigned and related work areas.

• Prepares, reviews, and analyzes documents such as reports, applications, records, etc., applicable to a specialized subject area requiring independent informational search.

• Coordinates activities and/or events for department requiring independent decision making and judgment, within established parameters, regarding selection of speakers, event spending, etc that is more complex and non-routine.

Knowledge, Skills, and Abilities

• Knowledge of office routines and functions sufficient to refer visitors and telephone calls and to route correspondence by name and functional area.

• Knowledge of institutional and unit policies, processes, and forms.

• Knowledge of grammar, spelling, punctuation, capitalization, format, and clerical procedures.

• Skill in utilizing computer software and online systems.

• Skill in operating office equipment.

• Ability to communicate effectively with staff, students, and the public.

• Ability to make decisions requiring interpretation and judgment.

• Ability to follow oral and written instructions and interpret institutional and other policies accurately.

• Ability to gather, analyze, and display data in appropriate format and keep accurate records.

• Ability to organize the clerical workflow of the office and provide functional supervision to employees.

• Ability to organize and prioritize multiple tasks.

Appointment Type:

Regular

Number of Months Employed Per Year:

12 Month Work Period

Time Type:

Full time

Pay Grade:

11

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 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

Original Posting Date:

May 16, 2025

Posting Close Date:

May 26, 2025

Job Requisition Number:

R17019