Administrative Assistant 2

Boise State University; Boise (ID); On-site; USD 23,000 - 33,000; Full time

Benefits offered by this job

12 paid holidays

Vacation days

PERSI retirement

Medical insurance

Tuition waiver

Job summary

Boise State University is seeking an Administrative Assistant 2 to support the Office of the Registrar in a fast-paced environment.

The role involves complex clerical tasks, budget monitoring, and coordination with executives and campus staff. A Bachelor's degree is preferred; strong communication and document management skills are essential. The university offers a robust benefits package and holidays.

Qualifications

• Proficient in office procedures and documentation.
• Ability to research, compile, and summarize data for reports.
• Experience handling confidential information and correspondence.

Responsibilities

• Coordinate activities with executives, public, and campus officials.
• Prepare reports and correspondence; handle inquiries and resolve problems.
• Monitor budgets and process financial transactions and invoices.
• Act as Recruitment Coordinator for hiring processes.
• Order office supplies and coordinate travel for staff.
• Schedule meetings and maintain meeting minutes.

Skills

Administrative support

Office software

Communication skills

Budgeting basics

Education

Bachelor's degree

Job description

Job Summary/Basic Function:

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

Please note, this position is not eligible for visa sponsorship.

Department Overview:

The Office of the Registrar serves as the central hub of the University, with a team dedicated to supporting students and the campus community throughout the academic journey. We assist with transcripts, registration and course scheduling, transfer credit and graduation evaluation, determination of Idaho residency for tuition purposes, and catalog information. We are currently recruiting an Administrative Assistant 2 to provide support to our busy, student-centered team.

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:

• Process payment of invoices and billing for services rendered.
• Approve daily expenditures and reconcile P-card expenses.
• Monitor Funds Management Dashboard for one appropriated and two local budgets and notify the Registrar of balances and areas of budgetary concern.
• Investigate discrepancies on financial reports and take appropriate action to correct.
• Act as the Department Recruitment Coordinator (DRC) for all hiring processes.
• Inventory and order office supplies.
• Coordinate travel needs for department staff and prepare Travel Authorizations and Expense Reimbursements for travelers.
• Schedule maintenance or repair of office equipment when needed.
• Compile and distribute supervisor meeting minutes.
• Respond to inquiries, both written and oral, on behalf of the Registrar as appropriate.
• Make arrangements for meetings as required by the Registrar.

5% of time the Administrative Assistant 2 must:

• Perform other duties as assigned.

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.

Preferred Qualifications:

• Bachelor's degree
• Experience working in higher education

Salary and Benefits:

$20.28 per hour. Boise State University provides a best-in-class benefits package, including (but not limited to):

• 12 paid holidays AND the University is closed between Christmas and New Year's (requires use of 3 vacation days)
• Between 12-24 annual paid vacation days for full-time Professional and Classified staff depending on position type and years of service
• 11.96% University contribution to your PERSI retirement fund (Classified employees)
• Excellent medical, dental and other health-related insurance coverages
• Tuition fee waiver benefits for employees, spouses and their dependents
• See our full benefits page for more information!

Required Application Materials:

• Resume or CV detailing work history, education, and qualifications
• Cover letter addressing interest in this specific position
• Three references, including at least one direct supervisor

About Us:

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.

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/