Job Description

Department Overview:
University Foundations, Boise State’s General Education program, is seeking an Administrative Assistant to serve as the initial point of contact with our office, providing excellent customer service to our students, faculty, and staff while supporting the administrative functions of the program. This role is essential in ensuring smooth operations and requires a detail-oriented individual with strong organization skills and the ability to manage multiple tasks effectively.

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:
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
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.
35% of Time the Administrative Assistant 2 must:

Provide excellent customer service and specialized information regarding University Foundations to students, faculty, and advisors, including advising regarding general education degree requirements. Greet and assist visitors, answer the main phone line, take messages, and schedule appointments.
Organize and coordinate faculty events in collaboration with other stakeholders. Manage logistics and provide event-day support.
Support the course scheduling process, including responding to inquiries from faculty or department chairs regarding faculty schedules, data entry into the course scheduling system, and submission of schedule change requests.
Coordinate travel arrangements for staff and faculty, including submission of travel authorizations, booking transportation and lodging, and submission of expense reports.
Assist in maintaining electronic sites, including updating UF websites and supporting Canvas course creation/review.
Provide data management support, maintaining and updating records and databases. Run and prepare reports as needed.
5% of Time the Administrative Assistant 2 must perform other duties as assigned.

Knowledge, Skills, Abilities:
Ability to clearly and effectively communicate with staff, faculty, and students.
Strong interpersonal skills, including the ability to collaborate well in a team environment.
Ability to compose official correspondence, reports, and other complex documents; providing administrative support to an academically focused department.
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.