Administrative Assistant 2, Idaho Falls Campus (2867)

Idaho State University; Idaho Falls (ID); On-site; USD 40,000 - 45,000; Full time

Benefits offered by this job

Health benefits

Retirement options

Paid time off

Job summary

Idaho State University Idaho Falls Campus is seeking an Administrative Assistant 2 to serve as a central liaison for campus operations and CMESIC partnerships. The role involves complex secretarial tasks, office administration, and coordinating with campus leadership.

The successful candidate will manage sensitive records, onboarding, events, space reservations, and supporting busy departments. Strong organizational skills and the ability to work with diverse stakeholders are essential.

Qualifications

• Office support functions including word processing, filing, composing a variety of business documents and reception.
• Researching, compiling, and summarizing data for reports.
• Interpreting, applying and explaining complex information such as regulations, policies or services.

Responsibilities

• Directly manage campus operations and liaison duties across ISU Idaho Falls and CMESIC partnerships.
• Coordinate training databases, safety requirements, and credentialing processes.
• Oversee access control, confidential records, and executive meeting minutes.

Skills

Office support

Data gathering

Policy interpretation

Coordination

Dictation equipment

Tools

Dictation equipment

Job description

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Administrative Assistant 2, Idaho Falls Campus (2867)

Idaho Falls

NOT eligible for remote work, on-campus position

Institution Information

Idaho State University, established in 1901, is aCarnegie-classified doctoral research and teaching institution, with a culturebuilt on trust, compassion, stability, and hope. ISU serves over 12,000students in Pocatello, Meridian, Twin Falls, and Idaho Falls. Students andfaculty at ISU are leading the way in cutting-edge research and innovativesolutions. We are proud to offer exceptional academics nestled in the grand,natural beauty of the West. We invite you to apply to be a part of ourUniversity community!

Job Description

To perform complexsecretarial, office administration, and public relations assignments; performrelated work.

The Successful candidate serves as a central operational anchor and primary liaison for the Idaho State University Idaho Falls Campus, the Critical Minerals and Energy Systems Center (CMESIC), and ISU partnership programs. Jointly funded by the Idaho Falls Campus and ISU’s Office of Research, this position operates with high autonomy to coordinate key stakeholders, including the ISU Idaho Falls Chief Campus Administrator, the ISU Assistant Director and Radiation Safety Officer of CMESIC, and program partners leadership. The role ensures seamless campus operations, directly manages sensitive access control and confidential records, and delivers administrative support across high-profile facilities and multi-institutional partnerships.

This position is not eligible for new visa sponsorship at this time. Candidates who already hold valid U.S. work authorization may be considered.

Key Responsibilities

Campus Support and Administrative Duties (70%)

• Directlymanage office equipment systems, inventory forecasting, and supply procurement.
• Supportpurchasing, invoicing, and financial reconciliation processes across multiplecampus units.
• Facilitateclassroom and meeting room reservation logistics and space utilization systems.
• Facilitatenew hire onboarding processes, packet preparation, and administrativeintegrations.
• Deliveradvanced backup support for the Student Services Help Desk and support ISUIdaho Falls ADA Testing.
• Collaboratewith campus leadership to plan, coordinate, and execute strategic events,marketing initiatives, and promotional campaigns.
• Gather,synthesize, and compile complex data for strategic campus reports.
• Oversee theissuance, authorization, and administrative tracking of campus badges, parkingpasses, and key access systems.
• Manage andcurate campus email listservs to ensure targeted, effective communication.
• Track,manage, and optimize office assignments, space allocation, and overall facilityusage.
• Directcashiering functions, revenue processing, and associated financial tracking forcampus services.

Administrative Functions for ISU IdahoFalls CMESIC/University Partnership Building (30%)

• Managetraining profile databases, ensuring accurate assignment and compliancetracking for facility- and lab-specific safety requirements.
• Coordinateand schedule imperative facility and safety walkthroughs in the CMESIC buildingalongside the Radiation Safety Officer and facility managers.
• Overseeaccess control and multi-institutional credentialing—managing, printing, andtracking specialized CMESIC facility/lab badges, campus proxy cards, andfacility credentials.
• Directlyhandle highly sensitive, proprietary, and confidential information regardingISU and stakeholder operations, campus administration, and student, faculty,and staff records.
• Maintain andgovern CMESIC listserv communications and official directory distributions.
• Providefacilitation support for space optimization, office assignments, conferencerooms, and specialized laboratory facility allocations within CMESIC.
• Serve as theexecutive operational point of contact for complex room reservations,auditorium setups, gallery arrangements, and facility logistics.
• Act as theprimary administrative liaison and operational resource for CMESICstakeholders, collaborators, and ISU executive leadership.
• Leadoperational planning, administrative logistics, and seamless execution forhigh-level facility events and partner visits.
• Supportprocurement workflows for specialized, compliant safety and laboratorysupplies.
• Maintainconfidential electronic record systems and compliance documentation.
• Record,transcribe, and distribute high-level executive meeting minutes and actionitems.
• The ability to work a regular schedule consistent with the needs of the university is an essential function of this position.
• All other reasonable duties as assigned.

Minimum Qualifications

Goodknowledge of:

• Office support functionsincluding word processing, filing, composing a variety of businessdocuments and reception.
• Researching, compiling,and summarizing data for reports.

Experience:

• Interpreting, applyingand explaining complex information such as regulations, policies orservices.
• Independently solvingproblems/performing liaison activities in a work setting.
• Coordinating activitiesrequiring complex arrangements.

Specialty Items

Somepositions at ISU may require one or more of the following:

Some knowledge of:

• Financial recordkeeping.
• Supervisory practices.

Goodknowledge of:

• Legal terminology.
• Investigativeprocedures.

Experience:

• Public Relations.
• Usingdictation/transcription equipment & taking minutes.

Additional Information

ISU minimum for this classification is $19.01/hour, commensuratewith education and experience. To be considered for this opportunity, apply on or before October 14, 2026. Benefits include comprehensive health, dental, and vision; life insurance; disability plan; employeeassistanceprogram (EAP); excellent retirement options and company contribution; and generous paid time off/sick leave accrual. All offers of employment are conditional pending the successful completion of a background investigation, provided by HireRight.

Posting Number: req2828
Type: Working 12 months per year
Position: Classified Staff
Division: Academic Programs - Idaho Falls

Idaho State University is an Equal Employment Opportunity employer, including Veterans and individuals with disabilities.
The State of Idaho is committed to access and reasonable accommodations for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact [phone] (TTY/TTD: 711), or [e-mail].
Preference may be given to veterans who qualify under state and federal laws and regulations.