Administrative Assistant, VPCFO Suite

Apply now Job no: 498345
Work type: Classified
Location: Boise, ID
Categories: Administration and Business Operations, Finance

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:

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

Department Overview:

This position will support the division of Finance and Operations (F&O). The Mission of the Division of Finance and Operations is:

  • We serve students and internal and external stakeholders by supporting outstanding learning, teaching and research.
  • We solve complicated problems, allocate resources to their highest and best use and promote the health, safety and well-being of the university and broader community.
  • We achieve these results through collaboration and a solution-centered focus consistent with the Blueprint for Success.
  • We are trustworthy, accessible and responsive advisors to our partners.

Visit our webpage to learn more about the division of Finance and Operations.

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:
  • Act as the first point of contact for the Finance and Operations VP suite (VPCFO). This includes welcoming and greeting guests upon arrival, notifying appropriate staff of guest arrivals and any specific instructions, coordinating parking arrangements and maintaining an updated visitor list, managing incoming calls and ensuring professional phone etiquette, handling incoming and outgoing mail and deliveries efficiently, and maintaining strict confidentiality regarding sensitive information and communications. Punctuality and regular attendance are essential for this role.
  • Provide administrative support to Executive Assistant and Finance & Operations (F&O) units as needed. This includes acting as a liaison between departments and external contacts, managing email correspondence, assisting with scheduling and maintaining calendars, preparing meeting agendas and ensuring all necessary materials are available, drafting and formatting memos, letters, and other messaging as needed, assisting in planning and coordinating events, processing travel authorizations and arranging travel, and handling the preparation and submission of expense reports.
  • Work closely with F&O Units and various departments within the University to foster collaboration and teamwork.
  • Manage general operations for the VPCFO suite.
  • Coordinate scheduling and usage of conference rooms, maintaining conference room calendars and equipment to ensure functionality.
  • Update and manage websites as directed.
  • Support the tracking and progress of special projects as directed.
  • Other duties as assigned.
  • 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.
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:

  • Front desk and customer service experience.
  • Excellent written and verbal communication.
  • Proficiency in maintaining confidentiality and demonstrating diplomacy.
  • Proficiency in calendar management, preference in Google Calendar.
  • Experience in proofreading and editing documents.
  • Experience using Boise State systems, including BroncoHub, Perceptive forms, and Wordpress.
  • Experience using Google Workspace applications, Trello and Microsoft Suite.
Salary and Benefits:

Salary starting at $19.04 an hour and is commensurates with experience. 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:

Resume and Cover Letter

 

 

Advertised: Mountain Daylight Time
Applications close: Mountain Daylight Time

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Equal Employment Opportunity
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. Boise State University is committed to providing access and reasonable accommodations for individuals with disabilities. If you require an accommodation at any step in our recruitment process, you are encouraged to contact (208) 426-1616 or hrs@boisestate.edu.
Jeanne Clery Act
Each year, Boise State University prepares an Annual Security Report and Annual Fire Safety Report as part of the University's commitment to safety and security on campus and in compliance with the Jeanne Clery Disclosure of Campus Security Police and Crime Statistics Act. The report includes statistics for the previous three years concerning reported crimes that occurred on the main Boise State campus, all of Boise State's separate campuses, in certain off-campus buildings or property owned or controlled by Boise State, and on public property within, or immediately adjacent to and accessible from Boise State's campuses. Also included in the report are the University's institutional policies and procedures concerning campus security, including those related to sexual assault, campus alerts, drug and alcohol use, and others. You can obtain a copy of the report by accessing the following website or you can request a copy of the report by contacting the University's Department of Public Safety at 2245 University Drive, Boise, Idaho 83706; by calling 208-426-6911; or by sending an email to publicsafety@boisestate.edu
Annual Security and Fire Safety Report