Undergraduate Secretary III

Job Group: Merit

Minimum Qualifications

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

About the Role

The Department of Physics and Astronomy in the College of Liberal Arts and Sciences is seeking an Undergraduate Secretary III to provide support for the department’s undergraduate academic programs. Physics is a fundamental physical science with a large impact on modern science, computing, engineering, and artificial intelligence. The department has a strong focus in condensed matter physics, nuclear physics, and high energy physics.

Responsibilities

• Assist in coordinating undergraduate course offerings, textbook orders, room scheduling, website, and listserv management.
• Support student recruitment, including scheduling appointments, communicating with parents/students and external stakeholders, and generating reports.
• Oversee department undergraduate student employment.
• Assist with the planning of undergraduate and other department events.
• Work with other department staff to monitor department operations and activities.
• Serve as the department point of contact for questions and inquiries from potential students and parents.
• Communicate with external stakeholders for recruitment purposes.

Preferred Qualifications

• Experience working with undergraduate student programs and supporting student recruitment efforts.
• Strong customer service and interpersonal skills, with the ability to assist students and respond to inquiries professionally.
• Proficiency with computer applications, including Microsoft Office Suite and Workday.
• Ability to work effectively in a fast-paced, high-volume environment while managing multiple priorities, meeting deadlines, and maintaining accuracy under stress.

Candidates must be legally authorized to work in the U.S. on an ongoing basis without sponsorship. Immigration sponsorship is not available for this position.

Benefits

• Comprehensive health and work-life benefits, including medical and dental.
• 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.
• WorkFlex options for flexibility in when, where, and how you work (for eligible positions).

Schedule

• Full time
• 12 months employed per year