Administrative Assistant 2

About Us:

Boise State University is located along the banks of the Boise River and a short stroll from the state capitol. We are committed to an innovative, transformative, and equitable educational environment that supports student success, and advances Idaho and the world.

Boise State is building an inclusive community of faculty and staff whose unique skills, cultural contributions, work history, and perspectives create a rich and rewarding academic experience for our students. Applications from individuals of all backgrounds and identities are welcomed.

Learn more about Boise State and living in Idaho's Treasure Valley at https://www.boisestate.edu/about/

Job Summary/Basic Function:

The Microscopy and Characterization Suite (MaCS) at the Center for Advanced Energy Studies (CAES) located in Idaho Falls is seeking an Administrative Assistant 2 to support the director and researchers. MaCS is a state-of-the-art materials characterization laboratory that provides cross-cutting capabilities that support the Center for Advanced Energy Studies' (CAES) mission in multiple initiative areas. MaCS is largely made possible through its partnership with the Nuclear Science User Facilities (NSUF). This role will provide administrative support for the lab and BSU employees at MaCS.

To perform complex clerical, office administration, and public relations assignments; perform related work

Department Overview:

MaCS is a state-of-the-art materials characterization laboratory that provides cross-cutting capabilities that support the Center for Advanced Energy Studies' (CAES) mission in multiple initiative areas. MaCS is largely made possible through its partnership with the Nuclear Science User Facilities (NSUF). The Center for Advanced Energy Studies (CAES) is the catalyst to address our most ambitious energy challenges at the regional, national, and even global level. At its core, CAES is a research, education, and innovation consortium that brings together students and faculty from the public research universities in Idaho, along with Idaho National Laboratory researchers to conduct cutting-edge energy research, educate the next generation of scientists in collaboration with industry leaders.

Level Scope:

Applies skills and job knowledge in area of specialization; may adapt procedures, operations, techniques, tools, materials, and/or equipment to meet needs of area of specialization; may work on non-routine tasks; resolves issues/makes working decisions within area of specialization or responsibility with minimal supervision.

Essential Functions:

60% of Time the Administrative Assistant 2 must:

• Coordinate administrative activities which require frequent contact with executives, the public, other agencies and campus officials. May attend meetings to relay and collect information.

• Independently research, analyze, and compile information to prepare reports, handle complaints, or resolve problems; compose correspondence for supervisor on own initiative or from general instructions; format/type a variety of executive, sensitive, confidential, official and/or legal letters and documents.

• Exercise discretion and independence in applying policies and procedures

• Responsible for the research, compilation, and organization of materials for administrators' use in problem resolution.

• Responsibility for financial record keeping including monitoring budgets, preparing financial transactions

• Supervise student support staff or have leadwork responsibilities.

• May be responsible for ensuring that assignments given to other staff are completed and timelines are met. May supervise students and staff.

35% of Time the Administrative Assistant 2 must:

• Lab Scheduling Administration and support including calendar requests, verifying usage and running reports from lab

• Manage purchasing of lab supplies and equipment through PCard and BSU Shared Services

• Maintain records of tool service contracts including renewal dates and payments. Submitting requisitions for new contracts.

• Manage travel including travel requests, reservations and reimbursements

• Maintaining and tracking MaCS agreements including updating agreements and submitting invoices for payments.

• MaCS marketing including, but not limited to: newsletters, email blasts, and social media posts

• Assist MaCS Director in compiling MaCS Annual Report

5% of Time the Administrative Assistant 2 must:

• Perform other duties as assigned.

Knowledge, Skills, Abilities:

• Ability to compose official correspondence, reports, research papers and other complex documents; providing administrative support to an administrator, director or senior staff member; designing manual and automated record management systems.

• Some knowledge of supervisory practices; bookkeeping; financial software; state and local government organization structure, functions, and decision-making processes.

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: in 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. Score within the top 25 on exam.

Preferred Qualifications:

• Previous office experience.

• Professional communication skills with email, phone and in-person.

• Computer technology skills.

Salary and Benefits:

$19.23-$23.56/hr ($40,000 - $49,000). Boise State University is committed to offering a benefits package that provides health and financial protection plans as well as resources to promote health and well-being. Our program provides flexibility so you can choose the benefits that are right for you and your family. Learn more about our benefit options at https://www.boisestate.edu/hrs/benefits/.

Required Application Materials:

Please include a cover letter, resume and 3 references

Advertised: March 18, 2024 Mountain Daylight Time

Applications close: April 7, 2024 11:55 PM Mountain Daylight Time