Administrative Assistant 2

Boise State University • Boise, ID

1d • Onsite

About The Position

The primary purpose of this role is to provide administrative support to the Library Business Manager and Dean, and to serve as an internal liaison for library staff seeking to hire student employees. This position requires strong customer service and multi-tasking skills, as the individual is often approached while performing other duties. The role also involves couriering confidential documents, relaying information, and reporting on important matters. The Library's Administration office oversees finance, vendor contracts, personnel, donor relations, and building operations, ensuring the library supports strategic plans. This office also supports individual library units and acts as a point of contact for university services and administrative functions in other colleges and 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.
• Ability to maintain confidentiality.
• 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 visitors to the Library Administrative Office, both in-person and by 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 documentation to prepare expense reimbursements for employees.
• Assist Search Committees hiring classified staff by confirming Dean/Associate Dean availability for 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, and send them to Facilities, reconciling after routing 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 ads for student positions, process hire paperwork, verify I-9s are complete, and ensure hire paperwork is submitted to HR before deadlines.
• Maintain knowledge of student employment policies and procedures and advise supervisors.
• Submit requests to Human Resources regarding student employees, including hiring forms, pay changes, and separations.
• Maintain personnel files for student employees.
• Answer general questions about student employment in the Library.
• Liaise with Financial Aid for work-study issues.
• Perform other duties as assigned, which may include organizing and completing special projects 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)
• 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