Management Assistant

Boise State University • Boise, ID

1d • $23 - $26 • Onsite

About The Position

This role serves as the primary point of contact for department inquiries and acts as the backup building manager for the Interactive Learning Center. Core office management duties include managing office keys and card access, coordinating room reservations, troubleshooting AV equipment, and organizing digital network drives. The incumbent also performs financial tasks like purchasing, reimbursements and expense reconciliation using university funding strings. Additionally, this position coordinates comprehensive event logistics from planning through breakdown. The incumbent also supports human resources onboarding and offboarding.

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
• Knowledge of office and space management practices
• Knowledge of financial record keeping methods such as compiling proper documentation of purchases, and preparing, executing, and reconciling financial transactions
• Knowledge of personnel administration and hiring procedures and best practices
• Experience using computer applications to plan, schedule, and manage space reservations for other staff members and for events
• Knowledge of creating and maintaining event data in an event management platform
• Experience coordinating events: Planning event logistics, which includes locating appropriate space, reserving space in a timely fashion, and determining food, AV, and print needs; Managing logistics at events, which includes event set-up, checking in guests, addressing issues with catering and AV, and event breakdown
• Supports the management of the department’s budgets
• May compose correspondence and handle data that includes sensitive or confidential matter

Nice To Haves

• Bachelor's degree and/or higher education work experience
• Experience working at Boise State University
• Two years of relevant work experience in a similar administrative or operations management role
• Experience with planning, implementing, and managing event logistics

Responsibilities

• Interprets, applies, and implements policies and procedures to accomplish the mission of the organization.
• Collaborates regularly with the management team and may recommend decisions to the management team.
• Supports the CTL leadership team and all staff members.
• Responds to department visitors, phone calls, and emails, and other frontline department inquiries.
• Acts as backup building manager for the Interactive Learning Center.
• Manages inventory department office keys and card access.
• Manages meeting space and room reservations for CTL meetings and events.
• Troubleshoots issues with the AV equipment in the CTL meeting space.
• Organizes and maintains information using consistent nomenclature standards on department network drives; recommends and implements changes to informational organization.
• Purchases supplies and reconciles transactions using accurate departmental funding strings.
• Arranges travel for staff and processes expense reimbursements related to travel or other purchases.
• Plans and coordinates logistics of CTL events, including catering, AV, and printing needs.
• Manages logistics at events, including set-up, check-in, catering, AV issues, and breakdown.
• Enters CTL workshop event data into event management system and makes modifications to events as needed.
• Manages and labels department assets, including furniture and technology items.
• Supports the administrative process of employee searches, hiring, onboarding, and offboarding.
• Creates and maintains job aids as needed for operations team and CTL staff.
• Attends mandatory and recommended university trainings, including trainings on finance, human resources, purchasing, events, and other administrative subjects.
• Performs other duties as assigned.

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