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People Making
A Difference!

Idaho
State Government

Click to Apply Online!
Click Here!

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!

171238

Management Assistant

Boise State University

Open for Recruitment: October 9, 2017 - October 23, 2017
Announcement # 05272095012
Salary Range: $15.87 - $17.48 per hour -Plus Competitive Benefits!

Location(s): Boise


Boise State University

 Campus Operations


Position Overview:

The Management Assistant role serves as the primary point of contact on all administrative matters for Campus Services -- Student Union, Bronco Shop, Food Service Contract, etc. The position provides administrative support to the Executive Director of Campus Services, including the Directors and Associate Directors as appropriate. The position provides scheduling and calendar management, drafting/management of correspondence and documents, and administration of key Campus Services human resource functions.

Duties and responsibilities:

Act as primary support for the Executive Director of Campus Services by providing complex administrative support, representing this position internally and externally, and being the point of contact for all administrative matters related to Campus Services.

Reviews and manages Executive Director’s mail, email, calendar appointments, and phone, routing/responding expediently, appropriately, and with confidentiality.  

Prepares, attends, takes minutes, and assigns action items for select meetings with the Campus Services Executive Director. Prepares Campus Services Directors or Associate Directors to represent Campus Services at such meetings in Director’s absence.

Schedules Executive Director travel arrangements including air, lodging, conference registration, and food. Completes travel forms as required by University policy for all Campus Services staff.

Maintains knowledge of and advises staff on current Campus Services policies, processes, and guidelines and their interaction with University, State, and Federal policies and guidelines

Coordinates agenda documents, scheduling, contacting members, arranging event space reservations, taking minutes, and tracking action items for the Bronco Shop Advisory Board, Food Service Contract Committee, Food Service Advisory Board, monthly Campus Services meetings, Student Union Advisory Board meetings, Special Events Center Advisory Board meetings, and other meetings as directed by Campus Services leadership.

Prepares and disseminates Campus Services-wide correspondence including memos and emails related to updates, thanks/recognition, policy or process changes, staff changes, and meeting announcements.

Reviews contracts, memoranda of understanding, and operating agreements for completeness and compliance with Boise State and State of Idaho requirements.  Maintains master contract file for Campus Services, ensuring access to all copies are signed by the Executive Director.

Recruits, interviews, hires, trains, schedules, evaluates, and provides task or direct supervision to office support staff as needed.

Maintains and applies current knowledge of Campus Services and University policy and processes with respect to human resources management, ensuring positive relationships and communication with University and divisional HR staff.

Prepares and maintains sensitive confidential correspondence and reports, i.e., personnel issues, progressive discipline actions, and salary changes (rate increases, pay-for-performance) for all Campus Services employees.

Maintains and updates all confidential employee files for Campus Services staff including, performance documentation, professional development records, employee certification/recertification and licensure. Ensures triennial motor vehicle checks for all Campus Services employees responsible for operating university vehicles.

Interprets and explains Campus Services unit policies, processes, and guidelines to internal constituents, students, community members, and outside clients.

Develops and proofs professional documents, ads, letters, orders, and catalogue copy for accuracy, grammar, spelling, and congruence with University branding guidelines. Develops and proofs professional presentations and materials for the Executive Director of Campus Services.

Maintains current knowledge of university purchasing processes, guidelines, and purchase approval pathways within Campus Services in partnership with Campus Operations Business unit.

Manages the Dining Services secret shopper program.

Minimum Qualifications:

Experience: 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.    

Preferred Qualifications:

Bachelor’s Degree or equivalent full time experience

Experience in similar type of work: (2) years

Experience scheduling for a director or executive-level leader of a department, company, or organization

Demonstrated ability to communicate succinctly, professionally, and tactfully with diverse student, workforce, and community populations across multiple identities, backgrounds, generations, etc.

Experience interpreting and applying regulations or policies and procedures in a higher education, government / state agency, or other complex organizational environment

Experience planning, organizing, implementing, and evaluating special projects

Experience independently researching, compiling, developing and summarizing material for reports on a frequent or recurring basis

Experience analyzing information, identifying problems, defining alternatives and developing recommendations for management/administrators

Proficiency in operating Microsoft Office Suite of programs to develop professional correspondence, excel reports, documents, and presentations

Applied knowledge of professional writing and grammar conventions.

Proficiency in understanding and developing databases, spreadsheets, and reports                         

Examination:

You will receive a score based on your answers. You must receive a minimum rating of 70 to pass this examination. Exam results will be available online when the review process is complete. All answers to the questions must be supported in the work history, resume, and/or education portion of your application.

How to Apply:

Click on the Apply Online button to the left and follow the instructions provided to complete the Application Information and Exam for this position.

When updating your online application information, please select:

  • Boise State University under "Agencies"
  • Full-time employment under "Job Type/Shift"
  • Boise under "Cities"

Without the above 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.

Background Investigations – Any offer of employment at Boise State University will be contingent upon the successful completion of a background investigation. To view the University’s full Background Investigations policy, please click here

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.