Undergraduate Student Services Specialist II
- Iowa State University
- Ames, IA
- 7mo ago
- Full-Time
- On-site
...
Position Title:
Undergraduate Student Services Specialist IIJob Group:
Professional & ScientificRequired Minimum Qualifications:
Bachelor’s degree and 2 years of related experiencePreferred Qualifications:
Experience with university systems (Canvas, Workday, etc.)Experience with process and/or data management
Experience with program support
Experience working in higher education or student services, supporting academic programs or advising offices
Master’s degree in STEM or Education
Job Description:
The Undergraduate Student Services Specialist II plays a critical role in supporting the smooth operation of the undergraduate program by collaborating closely with academic advisors, faculty, and administrative staff. This position is responsible for managing ongoing processes and special projects, including data collection, reporting, workflow development, and course schedule planning. You will serve as a central point of coordination between multiple personnel, processes, and information streams, ensuring that the program maintains high academic quality and delivers an excellent student experience. We value innovative perspectives and skills that can enhance operational efficiency and contribute to the success of our students.
Key Responsibilities
Data Collection and Analysis
Gather and verify course enrollment, teaching/advising evaluations, admissions, and peer institution data to inform organizational decision-making.
Develop templates, macros, and automated processes to analyze data and generate visualizations for leadership.
Design and administer surveys in Qualtrics, manage teaching evaluations in Class Climate, and collect data from external sources such as census, NCES, and ASEE.
Coordinate with academic advisors to update reports and preprocess auto-generated data for advising and leadership use.
Utilize business intelligence software, custom databases, and GIS programs to create reports and perform large dataset analyses.
Manage departmental reports such as FAR, ABET, ASEE, Student Credit Hours, and Class Climate evaluations.
Prepare ad hoc reports and compose technical documentation outlining processes and procedures.
Curriculum Management Support
Support the teaching assignment process, including survey updates, error checking, report creation, and entering assignments into Workday.
Assist with semester course schedule planning, registrar updates, COCF submissions, distance course coordination, and room scheduling.
Coordinate instructor course materials, including bookstore data entry and obtaining desk copies from publishers.
Facilitate group night exam scheduling and catalog edits for undergraduate and graduate programs.
Manage workflow processes for independent study requests, prerequisite waivers, curriculum adjustments, and academic grievances.
Schedule and document undergraduate curriculum meetings and learning assessment activities.
Create ad hoc reports comparing peer institution practices to support leadership decision-making.
Student Services
Serve on student-facing activity and scholarship committees, including planning, logistics, budgeting, and portal management.
Organize departmental workshops and programs, such as the College of Engineering APEXe summer program.
Manage the hiring and onboarding process for undergraduate teaching assistants, including coordinating hours, reviewing applications, training via Canvas, and collaborating with finance.
Maintain and curate the Faculty Tools Canvas course to facilitate access to forms and processes.
Serve as backup support for graduate student services and administrative functions, including designing dashboards, assessments, and Canvas tools.
About the Department
The Department of Mechanical Engineering at Iowa State University is the university’s first awarded diploma and remains its most popular major. Recognized internationally for innovation in areas such as clean energy, design and manufacturing, and advanced simulation, the department partners closely with industry and federal agencies to shape the future of engineering.
What truly sets us apart is our culture. We celebrate curiosity, ingenuity, and relentless trial and error—all in pursuit of life-changing innovations. Faculty, staff, and students work together in a vibrant, collaborative environment that values creativity, discovery, and impact. Joining our department means becoming part of a community that doesn’t just educate engineers, but shapes problem-solvers and innovators ready to make a difference in the world!
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
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.