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Job Summary/Basic Function:
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Performs a variety of administrative duties that enables management or administrators to function more effectively; or primary focus is on administering a program; performs related work.
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Department Overview:
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At Boise State University School of Nursing, we prepare nursing students to provide caring, holistic and quality nursing services to a variety of populations while also facilitating the development of leadership and interprofessional skills. Our experienced faculty and dedicated staff are focused on academic excellence, high touch student services, meaningful scholarly pursuits and engagement with our nursing community.
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Level Scope:
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Regularly works on tasks that are varied and complex. Applies full range and job knowledge; frequently adapts procedures, techniques, tools, materials, and/or equipment to meet specialized needs; may serve as lead; performs broad and/or focused assignments under general supervision; originality and ingenuity are often required to help establish procedures in functional area; relies on experience and judgment to plan and accomplish assigned tasks.
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Essential Functions:
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60% of Time the Management Assistant must:
- Performs minimal clerical support, decisions are non-routine and the consequence of error impacts the department’s internal and external customers. Requires in-depth knowledge of the organization in order to manage a single program or multiple projects. They interpret, apply, and implement policies and procedures to accomplish the mission of the organization.
- Part of the management team and participate in management decisions and may supervise staff.
- They have administrative decision-making latitude and serve in a leadership role. Recognized by others as having the authority and accountability delegated by the administrator when responding to inquiries, resolving complex problems or issues, or committing department resources. Authority to respond to sensitive or controversial issues that require high level public relations and interpersonal skills. May have budgeting responsibilities.
- The program knowledge for some positions can only be gained by extensive, progressive experience within the program. These positions may be underfilled with a lower-level classification and delegated increasing authority as expertise is gained.
35% of Time the Management Assistant:
- Serve as first point of contact for the Nursing Administration Office and fields all general calls, emails and visitors.
- Handle and process confidential and highly sensitive files pertaining to SON student, staff, adjunct faculty and/or faculty issues.
- Process faculty/staff hires, stipends, payroll contracts, timesheets (submit LOA/ICP, etc.).
- Responsible for various processes and liaison with other units such as Human Resources, research support, financials, data management and communication.
- Recruitment responsibilities may include composing recruitment announcements and advertisements, creating, modifying and implementing recruitment plans including working with agency human resource or management staff to review applicant information, explain application and hiring processes and supporting managers regarding recruitment and selection practices.
- Coordinate logistics of new employee on-boarding general needs (key requests, office preparations, equipment ordering, business cards, name tags, etc.).
- Maintain faculty/staff electronic files and databases.
- Maintains purchase credit card (P-Card) for SON administrative needs (catering, supplies, gifts/awards) as requested.
- Scheduling appointments/meetings, managing calendars, reserving classroom rooms and assisting with event coordination.
- Preparing and distributing meeting minutes and materials.
- Managing office supplies and equipment.
- P&T system coordinator assistance and Faculty-180 Scholarly Activities Report.
- Oversees collection and distribution of office mail/packages.
- Process thank you cards for foundation/donors and events, prepare awards/certificates.
- Process academic standing support letters for students.
- Facilitate cleanliness of Administrative Suite/conference room and 4th floor classrooms.
- SON Building/Safety Coordinator and Facilities contact, process service requests/work orders, and coordinate building access and office moves.
- Order and track SON computer equipment updates, as well as OIT maintenance issues and repairs. Order new items as individually authorized and process salvage requests.
- Update SON directory signs, office signs, phone lists, and resource documents.
- Send out birthday announcements, cards, bereavement flowers, etc. to SON faculty/staff and academic and community partners.
- Order and track SON parking passes and parking code for SON administrators, coordinators and faculty guests.
- GoogleGroup and Gravity Form Maintenance - update email distribution and chat groups.
5% of Time the Management Assistant:
- Perform other duties as assigned.
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Knowledge, Skills, Abilities:
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- Knowledge of supervisory practices, management practices, financial record keeping methods and personnel administration.
- Experience using computer applications, planning and scheduling techniques for a Chief Executive Officer, President, Vice President, or other executive officer of a company or organization; coordination, planning and scheduling techniques for a specialized program or an administrator of a company or organization; legal research methods; court systems and procedures; legal ethics; legal terminology.
- Experience coordinating events; using Publisher software; using PowerPoint; composing official correspondence, reports, research papers and other complex documents; managing budgets; handling sensitive or confidential matters; writing grants for capital projects and programs.
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Minimum Qualifications:
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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.
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Preferred Qualifications:
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- Prefer administrative experience in higher education.
- Excellent computer skills in Microsoft O/S and applications.
- Experience with Boise State’s HCM and Recruitment applications.
- Excellent communication (oral and written), interpersonal, organizational and time management skills, with ability to take ownership and complete assigned tasks.
- Analytical and detail oriented, with excellent problem-solving skills and with the ability to multitask.
- Strong customer service skills and positive attitude.
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Salary and Benefits:
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Salary range is $21.43 to $26.45 an hour and is commensurate with experience. Boise State University provides a best-in-class benefits package, including (but not limited to):
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Required Application Materials:
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Please apply through Boise State University's Careers website by. Include a CV/resume that includes employment history (including dates) and a cover letter that describes your interest and qualifications for the position. Please also include a list of three professional references and their contact information.
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About Us:
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Nestled along the Boise River and steps from the state capitol, Boise State University fosters a vibrant and welcoming academic environment that fuels student and employee success. We’re a trailblazing institution, nationally recognized for our innovative spirit and commitment to positive impact on Idaho and beyond.
Boise State is proud to be recognized by Forbes as the only Idaho employer listed in the top 100 of all national midsize and large employers. We’re building a thriving community of faculty and staff whose unique skills, experiences, and perspectives come together to create a rich and rewarding academic experience. Applications from all backgrounds are welcomed.
Learn more about Boise State and living in Idaho’s Treasure Valley at https://www.boisestate.edu/about/
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