Position Information:

Position Title:

Ombuds Administrative Specialist

Job Group:

Professional & Scientific

Required Minimum Qualifications:

High school diploma or equivalent and 3 years of related experience

Preferred Qualifications:

Experience working in an environment with a high degree of confidentiality and maintaining confidentiality
Experience maintaining impartiality in a workplace environment
Familiarity with Salesforce software or demonstrated ability to learn new software programs
Experience with project management and logistics
Experience in providing administrative support
Experience with tracking use of office supplies and anticipating replenishment of supplies

Job Description:

The Administrative Specialist provides administrative support to the University Ombuds and is responsible for maintaining confidentiality regarding the identity of all visitors and prospective visitors, communication of information, administration of projects and meeting deadlines, and use of Salesforce software to record confidential information. The Ombuds Office assists units across the University with the development of safe, inclusive and respectful climates and cultures.  All staff members are expected to role model these values and to interact collegially and maintain the highest standards of integrity and ethical behavior.

This position is being hired as a part time (20 hours per week) regular position.

The Iowa State University Ombuds Office is a confidential, independent, neutral resource you can use to informally work through challenges you might be facing in the workplace or at school – with colleagues or supervisors, major professors, or policies and procedures. Think of the Ombuds Office as a confidential help desk. When you share your concerns with the Ombuds Officer, they can usually provide you with a range of information, assistance, options and resources to help you more clearly understand or even resolve your concerns. You then decide what course of action is best for you.

The Ombuds Office is an independent unit that is charged with providing service that is not biased towards any particular group, be it management or employee, supervisor or subordinate, student or faculty. Furthermore, this independence enables the Ombuds Officer to look at an issue with a fresh, neutral perspective and provide parties with a candid assessment of their situation.

Position Description & Responsibilities

Day-to-Day Administrative Office Operations

• Maintain confidentiality of ALL Ombuds business, including all contacts, all visits, and all inquiries for information about the Ombuds Office

• Receiving visitors and directing inquiries  – phone and via online contact forms and via general office email

• Collection and distribution of mail

• Managing supplies, including purchasing and inventory for office and kitchen-related items, as well as maintaining proper documentation of expenses

• Regular maintenance of office machines and supplies related to office machines – copier/printer/shredder

• Opening and Closing the office (dependent upon hours worked)

Management of Ombuds Office Statistics

• Creation of new Matters within Salesforce

• Maintain records of Visitors and Matters within Salesforce

• Run reports from Salesforce data as requested by Ombuds

• Support Ombuds with data collection and identification within Salesforce software for Ombuds Office

Graphic Design

• Work with various units on campus and with Ombuds to design and create brochures describing the Ombuds office (this work will require more hours at first and fewer hours with time)

• Support Ombuds with the creation of the Annual Report through the development of charts, graphs, and tables to support the Annual Report

Ombuds Support

• Administrative support for the University Ombuds, which will include assisting with set up for meetings, assisting with setting up for training, and research as needed

Level Guidelines
• Career-level position demonstrating proficiency and knowledge of related competencies
• Works under direct to general supervision and may receive guidance on more complex assignments
• Follows established procedures for work assignments, and completes assignments which are semi-routine and may be atypical in nature
• Applies thorough knowledge to respond to inquiries and requests
• Able to resolve most problems and issues and respond to requests without escalation
• Provides guidance to students
• May provide supervision to one to two other staff or lead a small work team

Appointment Type:

Regular

Number of Months Employed Per Year:

12 Month Work Period

Time Type:

Part 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 [email protected] 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:

January 9, 2023

Posting Close Date:

January 29, 2023

Job Requisition Number:

R10662

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