Business Operations Coordinator

Apply now Job no: 496866
Work type: Non-Classified/Professional
Location: Boise, ID
Categories: Management, Administration and Business Operations, Event Support, Health Sciences

About Us:

Boise State University, powered by creativity and innovation, stands uniquely positioned in the Northwest as a metropolitan research university of distinction. Learn more about Boise State and the City of Boise at https://www.boisestate.edu/about/

Boise State University 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. Research demonstrates that people thrive when they feel welcome, respected, and inspired. We seek applicants who are committed to helping us achieve our vision of a diverse and inclusive community. Applications from members of historically marginalized groups, including women, BIPOC (Black, Indigenous, and People of Color), those with disabilities, members of the LGBTQ+ community, those who have served in the military, and members of other underrepresented communities are strongly encouraged.

Job Summary/Basic Function:

This position manages day-to-day activities to ensure the department is running efficiently and meets the expectations and needs of customers and staff. Assists with the management/administrative aspects and has operational control of a range of projects. May work on assignments related to project development and management initiatives, internal operating procedures, business processes and policies.

Department Overview:

The College of Health Sciences at Boise State University is dedicated to providing programs of educational excellence for professionals who advance life-long health in global communities. Our programs are solidly based in multi-disciplinary experiences formed by active collaboration of faculty from within the college and community partners because the College believes that students can learn more from each other through inter-professional education learning opportunities. Programs include online education as well as on-campus learning experiences.

This position serves as the COHS Assistant to the Dean and supports the work of the Dean, Associate Dean and Assistant Dean at a management level. This includes managing the Dean's calendar and schedule, providing arrangements, agenda/presentations/reports for and recording notes at leadership meetings both in person and zoom, and schedule and manage internal and public events involving the Dean and/or other administrative staff. Additionally, this position will manage the Dean's advisory boards; manage COHS P-Card reconciliation process and compliance; manage the College's graduate assistant usage and funding; manage student employees for office coverage and other administrative work; assist Development Directors assigned to the College with general office tasks and processes including p-cards, Foundation reimbursements to local cost centers processes, the scholarship and fellowship program processes for the College to ensure that all available money is awarded.

Additionally, this position will also approve on the Dean's behalf and maintain standardized documents such as academic adjustments, affiliate appointments, Dean's office inventory of computer, phone and related equipment, office supplies, key requests, and promotional items. This position will also create qualtrix or other surveys including summarizing data and providing analysis of the survey results, create power point presentations, and assist the Dean with searches when COHS leadership positions become vacant.

Level Scope:

Entry-level professional with limited or no prior experience to contribute on a project or work team. Incumbent learns to use professional concepts to resolve problems of limited scope and complexity under close supervision while achieving day-to-day objectives. Works on developmental assignments that are initially routine in nature, requiring limited judgment and decision making. This level is typically focused on self development. Requires theoretical knowledge through specific education and training.

Essential Functions:

60% of Time the Business Operations Coordinator must:
● Responsible for various processes and liaison with other units such as Human Resources, research support, financials, data management and communication
● Directs customer service and support functions. Assists in performing all tasks necessary to achieve the organization's mission and help execute staff succession and growth plans. May lead efforts to recruit new employees with the goal of attracting and retaining qualified individuals. Manages quality assurance programs.
● Serves as liaison to other team members, including interacting with managers of different areas of the organization, presenting findings to stakeholders and higher management as well as training and supervising new employees and tracking and measuring staff performance.

35% of Time the Business Operations Coordinator must:
● Manage calendars, make appointments - internal to Boise State & external community partners.
● Make travel arrangements, develop itinerary, process reimbursements, mileage
● Schedule meetings and makes all arrangements needed (ZOOM, catering, rooms, power points, etc.).
● Create agendas, participate in leadership meeting, take notes and identify actions requiring follow up.
● Schedule and manage COHS public and internal events; Manage faculty/staff retirement events and other recognition.
● Support leadership by creating Power Point presentations including graphs and charts when needed.
● Prepare Qualtrix surveys for Dean when requested; Summarize data, provide analysis.
● Manage COHS Graduate Assistantships.
   o Oversee student hiring process.
   o Ensure accuracy of stipend, tuition, heath and other benefits.
   o Manage funding sources supporting GAships; Graduate College support, COHS support and other non-COHS support.
   o Maintain listing and periodically report status of all GAships to the Dean and leadership.
   o Consult with Sr. Business Manager regarding GAships requiting Dean’s support and transfer of funds.
   o Work with the Graduate College regarding estimated carry-forward of unused funds.
● Assist the Dean with searches when COHS leadership positions become vacant.
   o Process search firm agreements/contracts and subsequent payment.
   o Manage application materials, organize materials for review.
   o Work with search committee, schedule visits, develop itinerary.
   o Manage locations, rooms, external sites for candidate interviews/meet-and-greet.
   o Develop Qualtrix surveys for evaluation feedback when needed; organize feedback into a summary document or other relevant report.
● Maintain Dean’s Board of Ambassadors and Physicians Task Force membership rosters; send correspondence, create agendas, meeting materials, take notes, identify actions requiring follow up.
● Support the Development Director(s) for the COHS.
   o Manage p-card process, reimbursements, operating budget.
   o Oversee local cost centers supported by Foundation funding.
   o Oversee Ralph Jones Fellowship program financial management.
   o Assist with event planning for the COHS donors and alumni.
   o Assists with Scholarship process.
   o Work with Financial Aid, Foundation Accounting and department scholarship committee chairs to ensure that all available scholarship monies are awarded.
● Approve academic adjustments requiring Dean’s approval.
● Approve affiliate appointment requests requiring Dean’s approval.
● Manage COHS P-card reconciliation process and compliance.
● Purchase and maintain Dean’s Office inventory of computer, phone and related equipment and office furnishings office supplies; promotional items.
● Manage key requests and building access.
● Supervise student employees for office coverage and other administrative work.

Knowledge, Skills, Abilities:

● Ability to multitask and delegate
● Excellent oral and written communication skills
● Demonstrated ability to work well under pressure and with tight deadlines
● Ability to perform a wide range of duties and tasks
● Ability to interact effectively as a member of a team and work collaboratively with faculty and staff

Minimum Qualifications:

Bachelor's degree or equivalent experience

Preferred Qualifications:

Knowledge of Higher Education principles, practices and processes.
Experience with management level communications and calendaring.
Excellent knowledge of Word, Excel, Power Point, and Google.
Experience with meeting arrangements, including zoom, note taking and follow-up.
Experience with event planning and management.
Experience with supervising other staff.
Experience tracking and managing budgets and financial transactions.
Experience making travel arrangements and developing itineraries.
Salary and Benefits:

Salary starts at $46,000 per year. 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:

Letter of Interest
Resume
2 Letters of Recommendation

 

 

Advertised: Mountain Daylight Time
Applications close: Mountain Daylight Time

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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
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Annual Security and Fire Safety Report