Administrative Assistant 2

Boise State University • Boise, ID

2d • Onsite

About The Position

The primary purpose is to provide administrative support to the Library Business Manager and Dean and serve as internal liaison to library staff that want to hire student employees. This individual is often approached while performing other duties, so customer service and multi-tasking are an integral part of this position. This position is also relied upon to courier confidential documents or relay information and follow-up or report on important matters.

The Library's Administration office provides overall library leadership including oversight of finance, vendor contracts, personnel, donor relations, and building operations. Members of the office are charged with ensuring that the library actively supports the fulfillment of both the university's and library's strategic plans. The office also provides support to the individual units of the library and serves as a point of contact for many university services and related administrative and business functions in other colleges and executive divisions.

Requirements

• Proficient with using Microsoft Office Products
• Experience with Google Drive
• Experience with Campus Solutions HR (hiring students)
• Experience gathering and compiling data into spreadsheets and reports and checking for accuracy and completeness.
• Experience working graciously but firmly with a variety of individuals.
• The ability to maintain confidentiality.
• The ability to perform assigned duties independently and to prioritize and balance multiple duties/projects.
• 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.
• Experience independently solving problems/performing liaison activities in a work setting.
• Experience coordinating activities requiring complex arrangements.

Nice To Haves

• Experience with supervision
• Experience with Oracle Financial Cloud - running reports, submitting requisitions and expense reports, training others to submit reports
• Experience with Human Cloud Management - time cards, personnel changes

Responsibilities

• Serve as the primary contact for Library Administrative Office visitors, both in-person and on the telephone.
• Organize and complete special projects for the Dean and Library Administrative Office staff, which may include scheduling appointments, preparing correspondence for signatures, and preparing spreadsheets.
• Create, edit, and send out various correspondence and reports.
• Submit travel authorizations and expense reimbursements for the Dean and Associate Dean.
• Collect receipts and all necessary documentation to prepare expense reimbursements for employees.
• Provide assistance to Search Committees hiring classified staff, including confirming dean/associate dean times for introductions during interviews and conducting reference checks.
• Update Library Administration and Dean’s web pages as needed.
• Maintain library records of furniture and equipment, notify Inventory Control and Risk Management of additions or deletions, and annually reconcile with university records, resolving any discrepancies.
• Ensure equipment and items valued over $2000 are tagged and added to inventory in a timely manner.
• Collect and compile information regarding inventory for disposal, prepare disposal requests, send them to Facilities, and reconcile after the form has been routed through Inventory Control.
• Process key requests and key transfers, sending them to Facilities.
• Maintain an accurate inventory of keys checked out to Library staff.
• Prepare and submit deposits.
• Reconcile monthly deposit and revenue reports.
• Purchase supplies and equipment as requested for Library operations.
• Research and resolve problems with supply orders and equipment purchases.
• Pay invoices with a p-card or process and submit invoices for payment via BroncoHub.
• Notify staff when requested supplies or equipment are delayed or received.
• Place orders for purchases and ensure available discounts are taken.
• Prepare inter-department charge spreadsheets as needed and submit them to Accounts Payable.
• Run and reconcile financial reports in BroncoHub.
• Prepare check requests for Foundation reimbursements.
• Prepare final contract documents and send them to the Office of General Counsel.
• Open and close advertisements for student positions, process hire paperwork, verify that I-9s are complete, and ensure hire paperwork is submitted to HR prior to processing deadlines.
• Maintain good knowledge of student employment policies and procedures and advise supervisors.
• Submit requests to Human Resources pertaining to student employees, including hiring forms, pay changes, and separations.
• Maintain personnel files for student employees.
• Answer general questions about student employment in the Library.
• Act as a liaison with Financial Aid for work-study issues.
• Perform other duties as assigned, which may include organizing and completing special projects as needed and assisting with event planning in the Library.

Benefits

• 12 paid holidays AND the University is closed between Christmas and New Year's (requires use of 3 vacation days)
• Between 12-24 annual paid vacation days for full-time Professional and Classified staff depending on position type and years of service
• 11.96% University contribution to your PERSI retirement fund (Classified employees)
• Excellent medical, dental and other health-related insurance coverages
• Tuition fee waiver benefits for employees, spouses and their dependents

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed