Administrative Assistant 2

Job Summary/Basic Function:

To perform complex clerical, office administration, and public relations assignments; perform related work.

This is a temporary position of 15 hrs a week for 4 months.

Department Overview:

The Micron School of Materials Science and Engineering (MSMSE) at Boise State University is a rapidly growing, globally recognized leader in materials innovation. Operating out of the state-of-the-art Micron Center for Materials Research, our department empowers a vibrant community of students and world-class researchers to solve complex technological and environmental challenges. As the front face of this bustling, collaborative department, our main office team plays a vital role in supporting academic programs and research initiatives, and maintaining a welcoming, efficient environment for our faculty, students, and industry partners.

Level Scope:

Applies skills and job knowledge in area of specialization; may adapt procedures, operations, techniques, tools, materials, and/or equipment to meet needs of area of specialization; may work on non-routine tasks; resolves issues/makes working decisions within area of specialization or responsibility with minimal supervision.

Essential Functions:

60% of Time the Administrative Assistant 2 must:

Coordinate administrative activities which require frequent contact with executives, the public, other agencies and campus officials. May attend meetings to relay and collect information.
Independently research, analyze, and compile information to prepare reports, handle complaints, or resolve problems; compose correspondence for supervisor on own initiative or from general instructions; format/type a variety of executive, sensitive, confidential, official and/or legal letters and documents.
Exercise discretion and independence in applying policies and procedures.
Responsible for the research, compilation, and organization of materials for administrators’ use in problem resolution.
Responsibility for financial record keeping including monitoring budgets, preparing financial transactions.
May be responsible for ensuring that assignments given to other staff are completed and timelines are met.

35% of Time the Administrative Assistant 2 must:

Submit Travel Authorizations
Purchase travel accommodations
Prepare/submit Expense Reports
Monitor shared mailbox and answer general inquiries
Assist faculty and students with University shipping processes
Help with event set-up, cleanup, organization and attendance tracking
Flyer and event dissemination
Submit employee changes
Accept and process Norco gas deliveries

5% of Time the Administrative Assistant 2 will:

Perform other duties as assigned.

Knowledge, Skills, Abilities:

Ability to compose official correspondence, reports, research papers and other complex documents; providing administrative support to an administrator, director or senior staff member; designing manual and automated record management systems.
Some knowledge of bookkeeping; financial software; state and local government organization structure, functions, and decision-making processes.

Proficient in Google Suite, Canva, and Smartsheets
Proactive Problem-Solving: Demonstrated initiative and a self-starting mindset, with the ability to anticipate office needs and work independently with minimal supervision.
High Attention to Detail: Exceptional accuracy in managing data, processing paperwork, and maintaining departmental records.
Strong Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and keep a busy academic office running efficiently.
Adaptability & Flexibility: Ability to pivot quickly in response to changing priorities, department needs, and unexpected tasks.
Thrives in a Dynamic Environment: Excellent front-facing communication skills with a proven ability to remain calm, welcoming, and productive while managing frequent interruptions in a high-traffic main office.

Minimum Qualifications:

Good knowledge of: office support functions including word processing; filing; composing a variety of business documents; reception; and researching, compiling, and summarizing data for reports.

Experience: in interpreting, applying and explaining complex information such as regulations, policies or services; independently solving problems/performing liaison activities in a work setting; coordinating activities requiring complex arrangements. Score within the top 25 on exam.

Salary and Benefits:

Salary is $19.01 an hour.

Required Application Materials:

Cover Letter

Resume

About Us:

Nestled along the Boise River and steps from the state capitol, Boise State University fosters a vibrant and welcoming academic environment that fuels student and employee success. We’re a trailblazing institution, nationally recognized for our innovative spirit and commitment to positive impact on Idaho and beyond.

Boise State is proud to be recognized by Forbes as the only Idaho employer listed in the top 100 of all national midsize and large employers. We’re building a thriving community of faculty and staff whose unique skills, experiences, and perspectives come together to create a rich and rewarding academic experience. Applications from all backgrounds are welcomed.

Learn more about Boise State and living in Idaho’s Treasure Valley at https://www.boisestate.edu/about/