Administrative Assistant II

Boise State University • Boise, ID

16h • Onsite

About The Position

This role involves performing complex clerical, office administration, and public relations assignments. The Administrative Assistant II applies specialized skills and job knowledge, potentially adapting procedures and resolving non-routine tasks with minimal supervision. Key responsibilities include financial record keeping, budget monitoring, preparing financial transactions, and potentially supervising student support staff. The position requires a commitment to excellent customer service and independent problem-solving. Managing departmental communication, preparing meeting minutes, and assisting with research and material organization for administrators are also crucial. Additionally, the role involves greeting patrons, processing travel and expense reimbursements, understanding university financial systems, and coordinating mail and shipping. A portion of the time may also be dedicated to other assigned duties.

Requirements

• Ability to compose official correspondence, reports, research papers and other complex documents.
• Provide administrative support to the department chair and faculty.
• Maintain manual and electronic record management systems.
• 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

• Some knowledge of supervisory practices.
• Some knowledge of bookkeeping.
• Some knowledge of financial software.
• Some knowledge of state and local government organization structure, functions, and decision-making processes.
• Experience with Bronco Hub.
• Experience with financial transactions, budget processes and reports.
• Experience with Purchasing and P-card usage and compliance.
• Experience with Payment Works.
• Experience with PageUP.
• Experience with Independent Contracts.
• Experience with Travel Authorizations and Reimbursements.
• Experience with Google Workspace.
• Experience with Zoom.
• Experience with Peoplesoft.
• Experience with Wordpress.
• Experience with Qualtrics.
• Experience with Adobe Acrobat Pro.
• Interpreting university policies and procedures.
• Some knowledge of social media.
• Some knowledge of event planning and coordinating.

Responsibilities

• Responsibility for financial record keeping including monitoring budgets, preparing financial transactions.
• Supervise student support staff or have leadwork responsibilities.
• Commitment to excellent customer service.
• Independently problem solve.
• Manage incoming and outgoing communication of the department.
• Create agendas, manage document attachments, and take minutes of department meetings.
• Help with the research, compilation, and organization of materials for administrators’ use in problem resolution.
• May attend meetings to relay and collect information.
• Greet incoming patrons and students.
• Submit Travel Authorizations and process travel requests using the university purchasing card.
• Submit expense reports and invoice payments for reimbursements.
• Understand the funding source string system within COBE.
• Allocate and reconcile on PCard expenses in Works.
• Submit employment changes (funding, hiring, extending end dates, supervisor changes).
• Assist with hiring, supervising, and supporting undergraduate and graduate students or graduate assistants, teaching assistants, and research assistants.
• Coordinate mail, shipping, and receiving items.
• Help organize department events.
• Other duties as assigned.

Benefits

• 12 paid holidays
• 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
• 10.76% University contribution to your ORP retirement fund (Professional and Faculty employees)
• 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