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Job Summary/Basic Function:
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This position will provide support functions to the Executive Director, as well as other Health Services leadership, as needed. This position serves a critical role in ensuring that office support and administrative functions are carried out in an efficient and timely manner for Health Services. This position applies specific skills and job knowledge to adapt procedures, operations, techniques, tools, materials, and/ or equipment to meet the needs of Health Services. Works on routine/non routine tasks; resolves issues/makes working decisions within area of responsibility with minimal supervision.
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Essential Functions:
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60% of the time the Administrative Assistant must:
- Schedules and organizes complex activities such as meetings, staff travel to various conferences, on site events and conferences and other activities for all members of Health Services.
- Assists with maintaining Google Calendars for Health Services Director Positions.
- Establish, develop and maintain a system to track key and card access to Health Services.
- Request, track and maintain parking passes and garage codes for visitors as well as students/residents/fellow in training.
- Manages internal room reservations for rooms maintained by Health Services.
- Assists Director positions with correspondence as needed. Such correspondence may include but is not limited to: other departments on campus, visitors, patients, students and parents.
- Assist leadership positions with development of reports, spreadsheets, and other various administrative needs.
- Maintains phone lists, phone queues and phone audits.
- Assist Promotions Coordinator with upkeep of staff lists and staff’s bio on Health Services.
- Submit Travel Authorizations and Expense Reports for all employees.
- Develop and maintain all Health Services google groups, sites, documents, etc.
- Sorts and distributes mail.
- Assist with tracking, maintaining and ordering office equipment and supplies.
- Assists with other office support functions as needed.
- Submit all maintenance related work order with Facilities and Operations Management and OIT.
- Serve as building manager for the 2nd floor of the NORCO building.
- Assist with schedules for Director and others in EMR system.
- Assist the Medical Records position with duties as needed.
35% of the time the Administrative Assistant must:
- Set up candidate interviews including calendaring and other candidate tasks as assigned.
- Work with the HR department to post new positions and file hiring paperwork in PageUp and BroncoHub.
- Maintain an expert working knowledge of all HR systems.
- Assist with onboarding new employees which includes but is not limited to: creating and maintaining new employee checklists, ensuring that all paperwork is routed appropriately, submitting requests for system access, ensuring work space for new employees is secured and set up and other general welcoming activities.
- Assists with staff departure duties by performing duties which includes but is not limited to: creating and maintaining a department staff checklist that covers all critical tasks for each department within Health Services, collecting items from employees, and ensuring access to the system is disabled appropriately.
- Establish, develops, maintains and updates filing and tracking systems for annual compliance training, HIPAA confidentiality agreements for staff and visitors, CPR certification and other documents as needed.
5% of the time the Administrative Assistant must:
- Perform other duties as assigned.
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Knowledge, Skills, Abilities:
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- Ability to compose official correspondence, reports, and other complex documents.
- Provide administrative support to an administrator, director or senior staff member.
- Some knowledge of HR practices, software, functions and processes.
- Ability to navigate complex university systems to achieve the needs of the department.
- Ability to take direction from multiple leaders and balance own workload to accomplish tasks.
- Excellent communication, follow up and follow through.
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Minimum Qualifications:
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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.
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Preferred Qualifications:
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- Education: High school diploma minimum; some college or a college degree preferred.
- Experience in a University and/or healthcare setting.
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Salary and Benefits:
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Salary range is $19.04 to $23.80 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 provide a resume, cover letter and three professional references.
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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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