Management Assistant

Boise State University; Boise (ID); On-site; USD 31,000 - 34,000; Full time

Benefits offered by this job

12 paid holidays

Annual vacation days 12-24

PERSI retirement contribution

Health insurance

Tuition fee waiver benefits

Job summary

Boise State University is seeking a detail-oriented Management Assistant to support the Micron School of Materials Science and Engineering. You will help coordinate programs, events, and budgets while ensuring smooth daily operations across the MSMSE and College of Engineering.

The role emphasizes collaboration, communication, and adherence to university policies, with opportunities to develop procedures and train staff in a dynamic academic environment.

Qualifications

• Knowledge of supervisory practices and personnel administration.
• Experience with financial record keeping and budgeting.
• Experience coordinating events and producing official documents.

Responsibilities

• Provide administrative leadership and coordinate departmental programs and projects.
• Assist with supervision of student employees and workforce planning.
• Coordinate event budgets, vendor arrangements, and communications with stakeholders.
• Develop procedures, train staff, and support departmental operations.
• Support front office operations and maintain MSMSE websites and communications.

Job description

Job Summary/Basic Function:

Join a community-oriented team that works hard to create a supportive environment for faculty, staff, and students, while having fun in the process. We are looking for a detail-oriented individual with a knack for organization and a flair for collaboration - focused on supporting our amazing research and academic programs. If you are interested in working with a team known for its positive energy and collaborative spirit.

Department Overview:

Micron School of Materials Science and Engineering is based on a strong foundation of interdisciplinarity, radical collaboration, industrial support, and dynamic balance. Our vision is to be a leader of excellence, empowering world-class students to solve global challenges of enduring significance through materials innovation.

Level Scope:

Regularly works on tasks that are varied and complex. Applies full range and job knowledge; frequently adapts procedures, techniques, tools, materials, and/or equipment to meet specialized needs; may serve as lead; performs broad and/or focused assignments under general supervision; originality and ingenuity are often required to help establish procedures in functional area; relies on experience and judgment to plan and accomplish assigned tasks.

Essential Functions:

60% of time the Management Assistant must:

• Provide administrative leadership and coordinate departmental programs and projects
  requiring in-depth knowledge of MSMSE, the College of Engineering, and university policies
  and procedures. Exercise independent judgment in resolving non-routine issues affecting
  faculty, students, staff, vendors, and other internal and external stakeholders. Interpret,
  apply, and implement policies and procedures to support departmental operations, seminars,
  professional events, and administrative initiatives.
• Participate in departmental management and operational planning by identifying
  administrative needs, recommending priorities, and contributing to decisions regarding
  events, staffing, and process improvements. Assist with supervision of student employees
  through workload coordination, training, and performance evaluation input.
• Exercise administrative decision-making latitude within authority delegated by departmental
  leadership. Serve as a point of contact for complex operational inquiries, coordinate
  solutions across departmental and college partners, and address sensitive concerns with
  discretion and sound judgment. Coordinate event budgets, vendor arrangements, and
  resource use within approved budgets and delegated authority, referring matters requiring
  additional approval to the appropriate administrator.
• Develop and apply specialized knowledge of departmental programs, research activities, and
  administrative processes through progressive experience. Use this knowledge to anticipate
  needs, develop and revise procedures, train staff, and support continuity of departmental operations. Assume increasing responsibility and delegated authority as expertise develops.

35% of time the Management Assistant will:

• Coordinate and execute specific planning and on-site logistics for departmental events and
  seminars.
• Process travel requests, travel reimbursements, and expense reports for faculty and student
  employees.
• Process purchases with p-card under $3,000 and process purchase requisitions for purchases
  over $3,000.
• Provide day-to-day coordination for student employee workloads, assist with training, and
  provide input on performance evaluations.
• Support front office operations and assist in carrying out daily administrative and operational
  procedures.
• Routinely communicate with the COEN communications team regarding routine updates to
  the main MSMSE departmental website and associated lab/research group websites.
• Create, curate, and schedule promotional content for MSMSE seminars and events utilizing platforms such as Campus Groups, Localist, and targeted social media channels.
• Collaborate and coordinate on operational tasks with the College of Engineering and teams across multiple departments.

5% of time the Management Assistant will:

• Perform other duties as assigned

Knowledge, Skills, Abilities:

• Knowledge of supervisory practices, management practices, financial record keeping methods and personnel administration.
• Experience using computer applications, planning and scheduling techniques for a Chief Executive Officer, President, Vice President, or other executive officer of a company or organization; coordination, planning and scheduling techniques for a specialized program or an administrator of a company or organization; legal research methods; court systems and procedures; legal ethics; legal terminology.
• Experience coordinating events; using Publisher software; using Powerpoint; composing official correspondence, reports, research papers and other complex documents; managing budgets; handling sensitive or confidential matters; writing grants for capital projects and programs.

Minimum Qualifications:

Experience: interpreting and applying regulations or policies and procedures; planning, organizing, implementing, and evaluating special projects; independently researching, compiling, developing and summarizing material for reports on a frequent or recurring basis; analyzing information, identifying problems, defining alternatives and developing recommendations for management/administrators.

Preferred Qualifications:

• Experience with organizing event logistics
• Excellent writing, editing and communication skills
• Familiar with Google Suite, Canva, and Smartsheets
• Experience in working in higher education administration
• Experience in reconciling expenses with company purchasing cards
• Experience booking travel and processing expense reports

Physical Demands:

Some positions may involve frequent bending, moving, lifting, and carrying material weighing up to
50 pounds; some positions may involve moving, lifting, and carrying material weighing up to 70
pounds; standing up to eight hours each day; working in all weather conditions; exposure to high
noise levels and require wearing hearing protection.

Salary and Benefits:

Pay range is $22.67 to $24.72 per hour and is commensurate with experience. 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 and cover letter

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/