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People Making
A Difference!

Idaho
State Government

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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

Click to Apply Online!
Click Here!

171447

Administrative Assistant 2

Boise State University

Open for Recruitment: November 27, 2017 - December 15, 2017
Announcement # 01231093471
Salary Range: $14.07 -Plus Competitive Benefits!

Location(s): Boise

 

Office of Sponsored Programs, Administrative Assistant 2

Position Overview:

This position provides general office management support across the Office of Sponsored Programs (OSP).  In the absence of the OSP Contract Administrator, provides award administration assistance to Executive Director, Associate Director, Contract Officers and other members of the University’s research community. 

Duties and Responsibilities:

Office Management:  

  • Proposal, award and financial file setup and maintenance.

  • Purchasing (computers, peripherals, software, books, publications, supplies).

  • Support OSP hiring managers and committees.

  • Mail (sending, opening, date-stamping, sorting, routing).

  • Makes travel arrangements for OSP staff.

  • Manages office setup and maintenance, including office equipment such as cubicles, desks, computers, peripherals, desks, chairs, etc.

  • Manages sponsored project file archives and the archival process.

  • Maintains a list of OSP employees, their PCNs and funding sources.

  • Independently manages and reconciles the OSP appropriated and local account budgets and account balances; processes ordering and expense documents through the University’s financial system; initiates budget modifications to balance accounts; prepares budget summary reports for the Executive Director. 

Financial Assistance and Contract Administration: 

  • Processes sponsored projects, non-sponsored projects (e.g., Master Agreements), subawards and subcontracts.

  • Works closely with the Executive Director, Associate Director, Contract Officers, Research Administrators, college and departmental administrators, Principal Investigators (PIs), sponsors and others to ensure agreements and amendments are timely reviewed and negotiated.

  • Processes modifications to financial assistance and contracts for no-cost extensions and PI changes.

  • Processes unfunded proposals.

  • Manages the internal electronic signature process for sponsored and non-sponsored projects.

  • Maintains an accurate list of pending and accepted awards, subawards and subcontracts.

  • Maintains detailed and organized electronic award files in accordance with federal and state requirements.

  • Maintains the osp@boisestate.edu email account.

  • Tracks electronic and physical correspondence to ensure fully executed approvals are received from sponsors.

  • Manages Frevvo, the electronic contract routing system, and provides assistance to campus users.

  • Provides information to internal and external customers regarding sponsored and non-sponsored project administration.

 The successful candidate will have the following skills: 

  • Ability to represent the interests of the research enterprise to internal customers and external sponsors.

  • Ability to work collaboratively to resolve issues.

  • Ability to communicate clearly and effectively both orally and in writing.

  • Good knowledge of office support functions, including word processing, spreadsheets, filing and composing a variety of business documents.

Minimum Qualifications: 

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: interpreting, applying and explaining complex information such as regulations, policies or services; independently solving problems/performing liaison activities in a work setting; coordinating activities requiring complex arrangements.

Preferred Qualifications:

Requires familiarity with the Microsoft Office suite, and the ability to learn to use various other information systems (e.g., Oracle Financials Cloud, InfoEd).

Experience managing a budget.

Two years of experience with increasing responsibilities in a university Office of Sponsored Programs.

Examination:

You must receive a minimum score of 70 to pass the exam. To preview the exam 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.

How to Apply:

Click on any Apply Online button and follow the instructions provided.  

When completing your online application information, please select:

  • Boise State University under "Agencies"
  • 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: 

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) requires all colleges and universities that participate in federal financial aid programs to keep and disclose information about crime on and near their campuses to all job applicants. Click here to read the Boise State University Safety Report.

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.