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Boise State University

1910 University Dr.
Boise, ID
83725

WEBSITE:
www.boisestate.edu/

If you have questions,
please contact us at:

(208) 426-1553

 

EMAIL:
employment@boisestate.edu

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Administrative Assistant 1 - LSA (171477)

Administrative Assistant 1

Boise State University

Open for Recruitment: December 4, 2017 - January 2, 2018
Announcement # 01235071442
Salary Range: $12.05 per hour -Plus Competitive Benefits!

Location(s): Boise


TRIO Educational Talent Search and Upward Bound

Position Overview


The TRIO Educational Talent Search Administrative Assistant I position serves as the office receptionist, clerical, and data processing coordinator, for our two federal grant programs. The TRIO ETS team provides post-secondary access and opportunities to over 1500 first generation to college, and limited income, students, grades 8- 12, in 22 middle schools and high schools across the Treasure Valley. The office is on the main Boise State campus and the office team includes an Admin II, the Director of the Programs, IT coordinator and office assistants.

The Educational Specialists who serve students at school have one office day a week. The position provides support for office activities and program related event planning. For more information, go to: education.boisestate.edu/trio. This is a full time 11 month position with comprehensive benefits.


Main Responsibilities

  • Assists Project Director and IT coordinator with preparation of Annual Performance Report – data entry, file maintenance, storage
  • Works with all staff  for needed clerical tasks 
  • Inputs new student applications into Blumen database; maintains Student database including inputting of address changes, deletions, and daily contact logs in coordination with Director and IT Coordinator. 
  • Creates and maintains student files, sends out student acceptance letters , event permission slips, reminders and newsletters
  • Day to day telephone and reception, primary person to answer phones during scheduled working time (assignments may be delegated to work study students), communicates with parents and students on upcoming events, and workshops 
  • Updates and print TRIO brochures when needed.
  • Processes requests for supply ordering, tracking, and distribution of supplies for the programs.
  • P-card holder-generates and tracks transactions according to university p-card policy
  • Maintains and updates the TRIO ETS and TRIO UB's Policy and Procedures Manual and student employee policies and procedures manual in coordination with TRIO ETS Administrative Assistant II.
  • Updates TRIO ETS off-campus overnight travel on Boise State University Cleary Act spreadsheet to assure meet university regulations.
  • Maintains photocopier and supply orders 
  • Maintain Excel and Googledoc spreadsheets for permission slips for all program events. Add permission slips until due date and then hand over to event planner but continue to coordinate with event planner on list, (keeps slips in designated locked file). Answer calls from staff, students, and parents about lists and events. After due date assigns rights to event planners and directors.
  • Assists in completing mailings (including printing, folding, labels, stuffing envelopes) when student employees unavailable. Ensures mailings are done per instructions and completed on time. Monitor codes on envelopes to ensure compliant with Postal Services and that grant codes are correct.
  • Carries out other office related assignments as assigned by the Project Director, assists with summer file audits 
  • Scheduling staff meetings: Request agenda items, develop agenda, coordinate with Director, take notes, send out notes from meeting to all staff

Minimum Qualifications

  • Good knowledge of office support functions including word processing, filing, composing a variety of business documents, reception, gathering and compiling data, and balancing and coordinating a workload for multiple projects.

Preferred Qualifications

  • Proficient in Microsoft Office suite, and the ability to learn to use various other information systems
  • Bilingual - proficient in reading, writing, and speaking Spanish
  • Former TRIO participant or familiarity with TRIO or TRIO like programs and the students served
  • Experience as an administrative assistant in a college office environment
  • Obtains great verbal and written communication skills 
  • Performing liaison activities in a work setting. Coordinating event planning activities requiring complex arrangements.

What is Limited Service? The length of limited service appointments are determined by the availability of funds such as grants and/or timeframes such as pilot projects or program termination.  Appointments to a limited service position have permanent classified status (with limited layoff rights) after successful completion of entrance probation and shall receive, no later than the date of hire, a written agreement describing the non-career nature of the job and the duration of employment.  Updated agreements are required every two (2) years.

Examination

Part 1 - Minimum Qualifications (Pass/Fail). Part 2 - Multiple-Choice Written Exam (100%). If you meet the minimum qualifications as shown in Part 1, you will receive a Pass score and can then take Part 2 (the online written examination). You must receive a Pass on Part 1 and a minimum score of 60 on Part 2 in order to be put on the register for these positions. Both Part 1 and Part 2 must be completed by the closing date of this announcement. Notification of your test results will be available online once you have completed each part of the exam.

To preview the minimum qualifications screening exam (Part 1), click on the "Preview Exam" link below (you will not be able to answer the questions from this screen). If you wish to proceed, click on any Apply Online button and follow the instructions provided.

The multiple-choice written examination (Part 2) for this position can only be taken once every three months. Once you apply and take the exam, you can reapply when your score expires. At that time you will need to retake the written examination.

This is a timed exam. You will have 60 minutes to complete this exam. It is recommended that you do not start this exam if there is a chance you will be interrupted. Once you hit the start exam button, your time will continue to count down until your 60 minutes is up. If you do not complete the exam within the 60 minutes, you will have to wait until your three months is up before you can take the exam again.

How to Apply

Click on any Apply Online button and follow the instructions provided to complete the Application Checklist, the minimum qualifications screening exam (Part 1), and the online multiple-choice written exam (Part 2) for this position

What is Limited Service?

The length of limited service appointments are determined by the availability of funds such as grants and/or timeframes such as pilot projects or program termination.  Appointments to a limited service position have permanent classified status (with limited layoff rights) after successful completion of entrance probation and shall receive, no later than the date of hire, a written agreement describing the non-career nature of the job and the duration of employment.  Updated agreements are required every two (2) years.

When completing your online application information, please select:

    • Boise State University under "Agencies"
    • Limited Service under "Job Type/Shift"
    • Boise under "Cities"

 

 

When updating your online application information, complete/update all items in the Application Checklist. (This includes: Personal Information, Education, Work History, Cities, Agencies and Job type.) Without this information your name cannot be referred to the hiring Agency.

NOTICE: 

    AA/EEO Statement – Boise State University is an affirmative action, equal opportunity employer. Boise State University is building a culturally diverse faculty and staff and strongly encourages applications from women, minorities, individuals with disabilities and covered veterans. As a federal contractor, the University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. VIEW BOISE STATE’S COMPLETE PAY TRANSPARENCY POLICY STATEMENT.
    If you require an accommodation to complete this application, please contact Human Resources at 208-426-1616.
    Background Investigations – Any offer of employment at Boise State University will be contingent upon the successful completion of a criminal background investigation and may require a credit and/or motor vehicle background investigation depending on the position. Click here to view the University’s full BACKGROUND INVESTIGATIONS POLICY.
    Drug-Free Workplace – It is the policy of Boise State University to maintain a drug-free workplace and campus. CLICK HERE FOR MORE INFORMATION ABOUT THE UNIVERSITY’S DRUG-FREE WORKPLACE POLICY.
    Boise State University is a SMOKE FREE campus. Click here to visit the University’s SMOKE-FREE CAMPUS WEBSITE.
    Jeanne Clery Statement: Notice of Availability of Annual Security and Fire Safety Report
    The Boise State University 2016 Annual Security and Fire Safety Report is provided to students, faculty, staff, and the public as part of the University’s commitment to safety and security on campus, and in compliance with the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act. Copies of the report may also be requested through the Campus Security and Police Services located at 2245 University Drive, Boise, Idaho 83706, by calling (208) 426-6911, or sending an email to
    policeuniversitysecurity@boisestate.edu.
    The 2016 Annual Security and Fire Safety Report for Boise State University is now available online at:
    HTTPS://SECURITY.BOISESTATE.EDU/WP-CONTENT/BLOGS.DIR/1/FILES/2010/09/2016-ANNUAL-SECURITY-AND-FIRE-SAFETY-REPORT.PDF
    The report includes statistics for the previous three years concerning reported crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Boise State; and on public property within, or immediately adjacent to and accessible from the campus. It also includes the annual fire safety report and institutional policies concerning campus security, such as policies for sexual assault, drug and alcohol use, and other matters.

    Thank you for your interest in employment with
    Boise State University!

 

Preview Exam

OVERTIME NOTICE:
At the discretion of the appointing authority, compensatory time off may be provided in lieu of overtime cash compensation.

Hiring is done without regard to race, color, religion, national origin, sex, age or disability. In addition, preference may be given to veterans who qualify under state and federal laws and regulations. If you need special accommodations to satisfy testing requirements, please contact the Division of Human Resources.