Administrative Assistant 2, Idaho Falls Campus (2867)

Idaho State University•Idaho Falls, ID

16d•Onsite

About The Position

The Successful candidate serves as a central operational anchor and primary liaison for the Idaho State University Idaho Falls Campus, the Critical Minerals and Energy Systems Center (CMESIC), and ISU partnership programs. Jointly funded by the Idaho Falls Campus and ISU’s Office of Research, this position operates with high autonomy to coordinate key stakeholders, including the ISU Idaho Falls Chief Campus Administrator, the ISU Assistant Director and Radiation Safety Officer of CMESIC, and program partners leadership. The role ensures seamless campus operations, directly manages sensitive access control and confidential records, and delivers administrative support across high-profile facilities and multi-institutional partnerships. This position is not eligible for new visa sponsorship at this time. Candidates who already hold valid U.S. work authorization may be considered.

Requirements

Good knowledge of office support functions including word processing, filing, composing a variety of business documents and reception.
Experience 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

Some knowledge of financial record keeping.
Some knowledge of supervisory practices.
Good knowledge of legal terminology.
Good knowledge of investigative procedures.
Experience in Public Relations.
Experience using dictation/transcription equipment & taking minutes.

Responsibilities

Directly manage office equipment systems, inventory forecasting, and supply procurement.
Support purchasing, invoicing, and financial reconciliation processes across multiple campus units.
Facilitate classroom and meeting room reservation logistics and space utilization systems.
Facilitate new hire onboarding processes, packet preparation, and administrative integrations.
Deliver advanced backup support for the Student Services Help Desk and support ISU Idaho Falls ADA Testing.
Collaborate with campus leadership to plan, coordinate, and execute strategic events, marketing initiatives, and promotional campaigns.
Gather, synthesize, and compile complex data for strategic campus reports.
Oversee the issuance, authorization, and administrative tracking of campus badges, parking passes, and key access systems.
Manage and curate campus email listservs to ensure targeted, effective communication.
Track, manage, and optimize office assignments, space allocation, and overall facility usage.
Direct cashiering functions, revenue processing, and associated financial tracking for campus services.
Manage training profile databases, ensuring accurate assignment and compliance tracking for facility- and lab-specific safety requirements.
Coordinate and schedule imperative facility and safety walkthroughs in the CMESIC building alongside the Radiation Safety Officer and facility managers.
Oversee access control and multi-institutional credentialing—managing, printing, and tracking specialized CMESIC facility/lab badges, campus proxy cards, and facility credentials.
Directly handle highly sensitive, proprietary, and confidential information regarding ISU and stakeholder operations, campus administration, and student, faculty, and staff records.
Maintain and govern CMESIC listserv communications and official directory distributions.
Provide facilitation support for space optimization, office assignments, conference rooms, and specialized laboratory facility allocations within CMESIC.
Serve as the executive operational point of contact for complex room reservations, auditorium setups, gallery arrangements, and facility logistics.
Act as the primary administrative liaison and operational resource for CMESIC stakeholders, collaborators, and ISU executive leadership.
Lead operational planning, administrative logistics, and seamless execution for high-level facility events and partner visits.
Support procurement workflows for specialized, compliant safety and laboratory supplies.
Maintain confidential electronic record systems and compliance documentation.
Record, transcribe, and distribute high-level executive meeting minutes and action items.
The ability to work a regular schedule consistent with the needs of the university is an essential function of this position.
All other reasonable duties as assigned.