Administrative Assistant

Job Summary/Basic Function

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

This is a temporary position of 15 hrs a week for 4 months.

The Micron School of Materials Science and Engineering (MSMSE) at Boise State University is a rapidly growing, globally recognized leader in materials innovation. Operating out of the state-of-the-art Micron Center for Materials Research, our department empowers a vibrant community of students and world-class researchers to solve complex technological and environmental challenges. As the front face of this bustling, collaborative department, our main office team plays a vital role in supporting academic programs and research initiatives, and maintaining a welcoming, efficient environment for our faculty, students, and industry partners.

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.

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

35% of Time the Administrative Assistant 2 must:

• Submit Travel Authorizations
• Purchase travel accommodations
• Prepare/submit Expense Reports
• Monitor shared mailbox and answer general inquiries
• Assist faculty and students with University shipping processes
• Help with event set-up, cleanup, organization and attendance tracking
• Flyer and event dissemination
• Submit employee changes
• Accept and process Norco gas deliveries

5% of Time the Administrative Assistant 2 will:
Perform other duties as assigned.

• 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 bookkeeping; financial software; state and local government organization structure, functions, and decision-making processes.
• Proficient in Google Suite, Canva, and Smartsheets
• Proactive Problem-Solving:
  Demonstrated initiative and a self-starting mindset, with the ability to anticipate office needs and work independently with minimal supervision.
• High Attention to Detail:
  Exceptional accuracy in managing data, processing paperwork, and maintaining departmental records.
• Strong Organizational
  
  Skills:
  
  Proven ability to manage multiple tasks, prioritize effectively, and keep a busy academic office running efficiently.
• Adaptability & Flexibility:
  Ability to pivot quickly in response to changing priorities, department needs, and unexpected tasks.
• Thrives in a Dynamic Environment:
  Excellent front-facing communication skills with a proven ability to remain calm, welcoming, and productive while managing frequent interruptions in a high-traffic main office.

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.

Salary is $19.01 an hour.