Management Assistant, Innovation Hub (2925)

Idaho State University•Pocatello, ID

1d•Onsite

About The Position

The Management Assistant provides comprehensive administrative, operational, and coordination support for the Idaho State University Innovation Hub. The position serves as the central administrative resource for the Innovation Hub and supports the Hub Director/Executive Director, professional staff, functional centers, projects, training activities, events, and institutional initiatives. Because the Innovation Hub supports work across organizational and divisional boundaries, the Management Assistant regularly coordinates with university leadership, faculty, staff, project sponsors, project teams, subject matter experts, administrative offices, and external partners. The position is responsible for creating and maintaining the administrative infrastructure necessary to support a growing portfolio of institutional work, including scheduling, meeting coordination, project administration, records and document management, operational tracking, purchasing and travel support, event and training logistics, communications support, and routine Innovation Hub operations. The Management Assistant increases organizational capacity by centralizing administrative and coordination responsibilities that would otherwise be performed by specialized professional staff, allowing those employees to focus their time on project management, systems and process improvement, workplace training, change leadership, and other specialized institutional work. 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

Interpreting and applying regulations or policies and procedures
Planning, organizing, implementing, and evaluating special projects
Independently researching, compiling, developing and summarizing material for reports on a frequent or recurring basis
Analyzing information, identifying problems, defining alternatives and developing recommendations for management/administrators
Some knowledge of: Management practices.
Some knowledge of: Financial record keeping methods.
Experience: Coordinating events.
Experience: Communicating and interacting with the public and public officials such as agency heads and the Legislature.
Candidates who already hold valid U.S. work authorization may be considered.

Responsibilities

Provide comprehensive administrative support to the Innovation Hub Director/Executive Director.
Manage scheduling, calendars, appointments, and meeting logistics involving university leaders, project sponsors, project teams, staff, and external partners.
Coordinate complex meetings involving participants from multiple university units.
Prepare and organize agendas, meeting materials, presentations, correspondence, briefing documents, and supporting information.
Track follow-up items and assist with administrative coordination following meetings.
Coordinate travel arrangements and related documentation.
Maintain contact lists, shared calendars, distribution groups, and administrative resources.
Serve as a central administrative contact for the Innovation Hub.
Respond to routine inquiries and route requests to appropriate Hub staff or resources.
Exercise discretion when handling sensitive personnel, project, organizational, and institutional information.
Provide administrative coordination for Innovation Hub projects and the overall project portfolio.
Support the centralized project-intake process and maintain accurate intake and project records.
Establish and maintain project folders, records, rosters, documentation, meeting schedules, and collaboration spaces.
Schedule project discovery sessions, work-group meetings, sponsor meetings, workshops, and other project activities.
Maintain project trackers and administrative project-management systems.
Assist with updating project status information and portfolio data.
Track routine deadlines, assigned follow-up items, decisions, approvals, and required documentation.
Prepare and distribute project materials.
Support collection of status information from project teams.
Assist with preparation of routine portfolio reports and meeting materials.
Support project closeout, archiving, records retention, and transfer of final documentation.
Coordinate day-to-day administrative operations of the Innovation Hub.
Maintain shared files, document repositories, collaboration spaces, templates, forms, and administrative systems.
Support SharePoint, Google Workspace, Microsoft 365, and other administrative collaboration environments used by the Hub.
Develop and maintain routine administrative procedures, guides, checklists, and documentation.
Coordinate office supplies, equipment, workspace, and other operational needs.
Support employee recruitment, interview scheduling, onboarding, and offboarding logistics.
Maintain appropriate personnel and administrative records.
Coordinate routine purchasing, invoices, procurement documentation, memberships, subscriptions, and service needs.
Assist with tracking Hub operational expenditures and maintaining related administrative records.
Coordinate with Finance, Human Resources, Purchasing, IT, Facilities, and other university service areas as necessary to support Hub operations.
Provide administrative and logistical support for Innovation Hub training programs, workshops, facilitation sessions, meetings, open houses, and campus engagement activities.
Coordinate rooms, virtual meeting environments, technology, supplies, materials, catering, registration, and participant communications.
Support the Faculty & Staff Workplace Training Center with scheduling and training administration.
Maintain participant lists, attendance information, training materials, evaluation records, and related documentation as appropriate.
Assist subject matter experts and facilitators with logistics and materials.
Coordinate distribution and collection of workshop, training, and engagement materials.
Support Innovation Hub events across university locations as needed.
Draft and distribute routine administrative communications.
Format, proofread, and prepare reports, presentations, correspondence, agendas, project documents, and other materials.
Maintain organized electronic records consistent with university requirements and Innovation Hub documentation practices.
Assist with routine updates to Innovation Hub websites, SharePoint sites, forms, or internal resources.
Maintain document versioning and organized final records.
Support collection and organization of materials needed for executive reporting, governance meetings, project reviews, and institutional communications.