Student Services Specialist II - Ph.D. Specialist

Position Title: Student Services Specialist II - Ph.D. Specialist Job Group: Professional & Scientific Required Minimum Qualifications: Bachelor’s degree and 2 years of related experience Preferred Qualifications: Experience providing support to students in a higher education setting Experience with event management Experience collecting and analyzing data and working with related electronic systems Job Description: The Ivy College of Business Graduate Programs Office at Iowa State University is seeking a Student Services Specialist II. This position will provide recruitment/admissions and advising support to the Ivy Ph.D. Program and Graduate Programs in a multi-function, high traffic office serving graduate students and college faculty and staff members. There will be additional contact with prospective students, alumni and other visitors to the College. This position supports the Director of the Ivy Ph.D. and the greater Graduate Programs divisions. Duties will be both student-service focused and administrative in nature and will include serving as the lead of the Ph.D. database input/management systems, admissions and application processing, and record-keeping of prospective students, current students and alumni. This position will help in the coordination of Ivy Graduate Student Ambassadors and on-campus recruitment events. The Student Services Specialist II will have daily interaction with office-related technology, filing/scanning, Outlook email, student data processing, telephone, and in-person requests. This position will be responsible for daily updates to student records related to the program of study, as well as processing records related to graduation, assistantships and awards, registration and advising, etc. The Student Services Specialist II also supports teaching and research grants, as well as oversees budgets and accounts for Ph.D. students and programs. It is essential to have knowledge of policies and procedures of the University, College, and departments to be successful. The position will require the ability to work independently, follow direction, organize and prioritize tasks, as well as close attention to detail. Emphasis is placed on providing excellent customer service. Summary of Duties Recruitment and Admissions Oversees admission application materials and business process for all Ph.D. graduate programs and is cross-trained on Ivy graduate programs admissions Manages the Ph.D. program database of applicants, students, and alumni Serves as main point of contact and maintains communication with prospective and incoming Ph.D. students Assists with Ph.D. promotional materials, website content, and recruitment events Liaison for Ivy Ph.D. program with University Admissions and Graduate College Advising Support Monitors Program of Study, graduation applications, and related business processes and provides guidance to current students in collaboration with area coordinators Maintains student files and academic records for the Ph.D. program In collaboration with area coordinators, oversees course scheduling and registration for Ph.D. students Manage Student Support Processes Disseminates information about annual doctoral student teaching/research awards and manages awards process Assists students with reimbursement processes, travel events, and research grants according to University and program policies Organizes Ph.D. student annual review process Coordinates comprehensive exam for the Ph.D. program with department chairs and area coordinator Administrative Support Organizes Ph.D. program special events, including new student orientation and networking events Researches, prepares, and submits data reports for Ph.D. director and other university stakeholders Answers phone, walk-in, mail and e-mail inquiries for graduate business program information from the general public and the academic and business communities Oversees Ph.D. graduate assistantship and hourly graduate student ambassadors tracking and processing Supports the Director of the Ph.D. program and Director of Professional Masters Student Services with planning and administrative support, as needed Graduate Programs On-Campus Events and Recruitment In collaboration with the Director of Recruitment, assists in the coordination of Ivy Graduate Student Ambassadors and associated events, such as Done in a Day. Assists with on-campus recruitment events such as the Advisor Breakfast and prospective student events Level Guidelines • Intermediate-level position with solid professional and/or technical skills working under general supervision to achieve goals • Applies broad, working knowledge of the principles of the field to moderately complex, difficult, and varied problems and issues • Exercises judgment within defined procedures and practices to determine appropriate action and resolve problems • Responds to a broad range of inquiries and requests • May provide training and/or direction to lower-level staff • May lead projects of moderate scope and complexity • Provides guidance to students 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 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 University is committed to fostering a workplace of belonging, where diversity is celebrated and equity is a core value. Our 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 • This job may also be eligible for flexible work schedules and flexible workplace options that may include flexible working hours and a hybrid working environment. Original Posting Date: June 27, 2023 Posting Close Date: July 4, 2023 Job Requisition Number: R12168 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 global and culturally diverse university committed to providing an inclusive, equitable, and diverse environment for both learning and employment. We know that diversity in experience and perspective is vital to advancing innovation, critical thinking, solving complex problems, and building an inclusive academic community. At Iowa State, we translate these values into action by seeking individuals who have experience working with diverse students, colleagues, and constituents. The university has an expectation that all employees will demonstrate a contribution to diversity and inclusion as embodied in Iowa State University's Principles of Community. 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, 3410 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 website. Please note that this is only a list of ranges and individuals will be paid commensurate with qualifications.