Management Assistant

Boise State University • Boise, ID

4d • 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 department hiring, onboarding, and offboarding. Work schedule: 8am - 5pm Mondays through Fridays in-person. This position requires the employee to be onsite during work hours. In addition, the incumbent must be present at major CTL events, including: New Faculty Orientation, Service-Learning Exhibition (twice a year), Great Ideas conference, Course Design Institute, AI Institute. The Center for Teaching and Learning supports effective, innovative, and transformative education at Boise State University. The CTL promotes excellent teaching, empowers educators in their ongoing growth as scholarly practitioners, and helps the university advance the public good by creating spaces for instructors to learn in community. In collaboration with campus partners, the Center helps instructors embrace evidence-based and emerging pedagogies through experimentation, learning, and reflection. The CTL serves students by serving the educators who teach them, advocating for learning environments where every student can excel.

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

• Serves as the primary point of contact for department inquiries.
• Acts as the backup building manager for the Interactive Learning Center.
• Manages office keys and card access.
• Coordinates room reservations.
• Troubleshoots AV equipment.
• Organizes digital network drives.
• Performs financial tasks such as purchasing, reimbursements, and expense reconciliation using university funding strings.
• Coordinates comprehensive event logistics from planning through breakdown.
• Supports department hiring, onboarding, and offboarding.
• Manages inventory of 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: Associate degree