About Us:
Boise State University, powered by creativity and innovation, stands uniquely positioned in the Northwest as a metropolitan research university of distinction. Learn more about Boise State and the City of Boise at https://www.boisestate.edu/about/
Boise State University is building an inclusive community of faculty and staff whose unique skills, cultural contributions, work history, and perspectives create a rich and rewarding academic experience for our students. Research demonstrates that people thrive when they feel welcome, respected, and inspired. We seek applicants who are committed to helping us achieve our vision of a diverse and inclusive community. Applications from members of historically marginalized groups, including women, BIPOC (Black, Indigenous, and People of Color), those with disabilities, members of the LGBTQ+ community, those who have served in the military, and members of other underrepresented communities are strongly encouraged.
Job Summary/Basic Function:
Performs a variety of administrative duties that enables management or administrators to function more effectively; or primary focus is on administering a program; performs related work.
Department Overview:
Boise State University’s School of Public and Population Health is a place where respectful, collegial, and authentically connected faculty and staff work together to make a positive difference through our teaching, research, and service. We are committed to advancing the public health mission in Idaho by supporting the health and well-being of all Idahoans wherever they live, work, and play through excellence in teaching, scholarship, and service. We achieve our mission by creating the pathways and conditions necessary for all individuals to achieve health, happiness, and prosperity in Idaho and beyond. The SPPH is guided by the values of dignity and respect, engagement, opportunity, and innovation. Our school is the largest in the College of Health Sciences and is home to more than 1300 undergraduate and graduate students.
Level Scope:
Regularly works on tasks that are varied and complex. Applies full range and job knowledge; frequently adapts procedures, techniques, tools, materials, and/or equipment to meet specialized needs; may serve as lead; performs broad and/or focused assignments under general supervision; originality and ingenuity are often required to help establish procedures in functional area; relies on experience and judgment to plan and accomplish assigned tasks.
Essential Functions:
School Support (65%):
Provides school support with excellent customer service in a variety of functions and needs. The management assistant is the primary administrator and decision-maker for everyday office support functions including but not limited to managing purchases, inventory, coordinating and staffing school meetings/events, and the primary administrator of operational areas as designated by the BOM. Will work with the Business Operations Manager (BOM) to provide and implement solutions for school support processes.
- Triages and directs school inquiries and is able to independently determine when escalation or involvement of leadership is necessary, and routes to appropriate parties. Primary point of contact for SPPH building issues, faculty, visitors, and student questions.
- Efficiently and independently manages and coordinates all events/meetings for the school. This includes meeting logistics and resource needs (i.e., venue, AV, tech).
- Provides scheduling and calendaring support for the School Director.
- Coordinates and supports various school committees and board meetings, including note-taking and logistics.
- Efficiently and independently manages and coordinates procurement and relevant installations, from all levels to include complex, unique, and standard. Provides cost analysis and ensures reconciliation of costs.
- Efficiently and independently manages all school service requests from complex, and unique to standard, and completes associated actions.
- Provides expert guidance and information as necessary to ensure school compliance with University policies and procedures.
- Manages and monitors all school inventories including keys, assets, technology, and supplies. Ensures quality control methods are maintained for school-wide inventory.
- Works collaboratively across schools and campus areas to ensure strong partnerships.
- May manage and supervise student employees, emphasizing efficient task completion and their important professional development.
- Other duties and miscellaneous projects as assigned.
HR & Financial Support (35%):
- Coordinates logistics with regard to new hires and candidate visits.
- Using university-wide information will monitor for accuracy of expenditures, this includes individual and school accounts.
- Manages and coordinates all travel from start to finish including cost analysis, budgeting, documentation, travel authorizations, trip coordination, reimbursements, and reconciliation of trip budgets.
- Makes purchases in accordance with p-card and purchasing policies, completing appropriate reconciliation and documentation.
- Completes reimbursements for faculty travel expenses, while adhering to University travel policies.
- Ensures expenses are within policy and accurate accounts are used with procurement/expenses.
- Works with Business Operations Manager to provide funds status reports for faculty on a quarterly basis.
Knowledge, Skills, Abilities:
A successful candidate will possess the following knowledge, skills, and abilities:
- Exhibits a customer service philosophy, strong collegiate customer service, and advocacy for faculty and students.
- Multitasker, with the ability to juggle multiple projects to successful completion and by deadline.
- Knowledge of supervisory practices, management practices, financial record-keeping methods, and personnel administration.
- Experience using computer applications, planning and scheduling higher-level management/administration or other executive officers of a company or organization,
- Experience in coordination, planning, and scheduling techniques for a specialized program or an administrator of a company or organization; experience coordinating events.
- Experience using publishing software; using PowerPoint; composing official correspondence, reports, and other complex documents.
- Experience in handling sensitive or confidential matters.
- Experience with Excel, comfortable using Google Suite, and Office software.
- Experience: interpreting, applying, and explaining complex information such as regulations, policies, or services.
- Ability to independently solve problems/perform liaison activities in a work setting.
- Coordinating activities requiring complex arrangements.
- Excellent communication skills – both orally and in writing.
- Ability to anticipate the issues and information needed for decision-making by management.
- Attention to detail.
- Experience with specialized databases.
- Ability to interpret and explain complex policies and procedures.
- Recognizes standards for formality, confidentiality, and process.
- Have a positive attitude and a proactive approach to assigned work and challenges.
- Interest, experience, and/or ability to promote cultural competency and/or diversity.
Minimum Qualifications:
Experience: interpreting and applying regulations or policies and procedures; planning, organizing, implementing, and evaluating special projects; independently researching, compiling, developing and summarizing material for reports on a frequent or recurring basis; analyzing information, identifying problems, defining alternatives and developing recommendations for management/administrators.
Preferred Qualifications:
- At least 3-5 years of experience working at a state or local education entity, with a clear demonstration of relevant experience and responsibilities.
- Knowledge of Boise State University policies and procedures.
- Experience in Google Suite and Microsoft Word.
Salary and Benefits:
Hourly rate ranges from $21.00 to $26.25 depending on experience. Boise State University is committed to offering a benefits package that provides health and financial protection plans as well as resources to promote health and well-being. Our program provides flexibility so you can choose the benefits that are right for you and your family. Learn more about our benefit options at https://www.boisestate.edu/hrs/benefits/ .
Required Application Materials:
- Resume with employment history (including dates of employment).
- Cover Letter indicating your interest and qualifications for the position.
- 3 Professional References
Advertised: October 17, 2023 Mountain Daylight Time
Applications close: October 31, 2023 11:55 PM Mountain Daylight Time