Management Assistant
Boise State University

Job Info

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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-and-beyond/. Boise State University is committed to increasing the diversity of its faculty, staff, students, and academic program offerings and to strengthening sensitivity to diversity throughout the institution. Boise State University is an affirmative action/equal opportunity employer, and members of historically underrepresented groups are especially encouraged to apply. We are a welcoming campus that supports diversity and inclusion.
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:
The Management Assistant (MA) will work with the Operations Manager (OM) and is the primary overseer, provider and coordinator of support for the Department of Public Health and Population Science (PHPS). The MA performs a variety of administrative duties that support management and leadership to function more effectively and efficiently. PHPS is a large department within the College of Health Sciences and is evolving to meet university, student and community needs. This front-facing position provides excellent customer service and is the first point of contact for visitors, students, and the campus community. The in-office work schedule will typically be Monday - Friday, 8a - 5p. This position supports a variety of fast-paced areas in the department and works closely with the Operations Manager (OM) to ensure appropriate workflow and coverage. This position follows policies as outlined by University Policy #7370 for classified staff.

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:
60% of the time the Management Assistant must:

• Performs minimal clerical support, decisions are non-routine and the consequence of error impacts the departments internal and external customers. Requires in-depth knowledge of the organization in order to manage a single program or multiple projects. They interpret, apply, and implement policies and procedures to accomplish the mission of the organization.
• Part of the management team and participate in management decisions and may supervise staff.
• They have administrative decision making latitude and serve in a leadership role. Recognized by others as having the authority and accountability delegated by the administrator when responding to inquiries, resolving complex problems or issues, or committing department resources. Authority to respond to sensitive or controversial issues that require high level public relations and interpersonal skills. May have budgeting responsibilities.
• The program knowledge for some positions can only be gained by extensive, progressive experience within the program. These positions may be underfilled with a lower level classification and delegated increasing authority as expertise is gained.

35% of the time the Management Assistant must:

HR & Financial Support:

• Manages, monitors, tracks, and performs necessary hiring actions and processes for temp hires, adjuncts, students, rehires and separation requests.
• Coordinates logistics with regard to new hires and candidate visits.
• Manages and coordinates all travel from start to finish to include cost analysis, budgeting, documentation, travel authorizations, trip coordination, reimbursements and reconciliation of trip budgets.
• Ensures expenses are within policy and accurate accounts are used with procurement/expenses.
• Works with OM to provide funds status reports for faculty on a quarterly basis.
• Completes corrective financial actions as necessary, including journal entries.

Communications Support:

• Manages and maintains all department distribution lists (student, alumni, faculty/staff, and others) to use for distribution and relevance of department notifications and newsletters. Coordinates with appropriate areas to ensure accuracy and relevance.
• Provides back up support and will be cross trained to assist Communications Coordinator with updates to the department website and pages to ensure accurate and relevant information.
• Assists Academic Operations Team (AOT) to create and publish department announcements as they relate to academic processes and policies to ensure relevant students and staff are aware of policy and procedural changes
• Assists AOT for annual curriculum, policy, and student handbook changes and updates.

5% Duties as assigned

Knowledge, Skills, Abilities:

• Knowledge of supervisory practices, management practices, financial record keeping methods and personnel administration.
• Experience using computer applications, planning and scheduling techniques for a Chief Executive Officer, President, Vice President, or other executive officer of a company or organization; coordination, planning and scheduling techniques for a specialized program or an administrator of a company or organization; legal research methods; court systems and procedures; legal ethics; legal terminology.
• Experience coordinating events; using Publisher software; using Powerpoint; composing official correspondence, reports, research papers and other complex documents; managing budgets; handling sensitive or confidential matters; writing grants for capital projects and programs.

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 clear demonstration of relevant experience and responsibilities.
• Experience in Wordpress, Canva, or other publishing software.
• Bachelor's Degree preferred and equivalent experience.

Salary and Benefits:
Salary starts at $19.71 commensurate with 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:
-Cover Letter
-Resume
-3 professional references

Advertised: September 22, 2021 Mountain Daylight Time
Applications close: October 06, 2021 11:55 PM Mountain Daylight Time

This job has expired.