Administrative Assistant 2 Job at MSCCN in Boise

This job was posted by : For more information, please see: Job Summary/Basic Function: To perform complex clerical, office administration, and public relations assignments; perform related work Department Overview: The Office of the Provost and Vice President for Academic Affairs is committed to creating structures and processes where faculty, staff, and students can thrive. The Administrative Assistant 2 is an integral part of the Office of the Provost team. This position works in the office on campus Monday-Friday, 8 am - 5 pm. 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: Pay invoices with P-card, manage and reconcile P-card purchases; may serve as approvers for others in the department and/or prepare monthly manager authorization report. Coordinate and order office supplies, equipment and meeting/event items. Research and resolve problems with supply orders and equipment purchases. Use various platforms to compose, edit, and distribute official correspondence; coordinate mailings using proper business protocols Provide assistance in maintaining and updating records, materials, and website information, ensuring compliance and accuracy as well as promotion of Office of the Provost services and programs Prepare and follow through with facilities requests - add/delete electronic building access, work orders, salvage orders, process key requests and transfers. Provide friendly reception, front-line customer service and specialized information regarding the Office of the Provost; greet and assist visitors and answer main phone line, take messages and schedule appointments. Assist in the planning, coordination, organization, and facilitation of meetings, workshops, and other events Performs a variety of office support functions such as filing, electronic filing; maintain record systems Organize and complete special projects for the provost or other staff Commencement related duties to include communications and assisting commencement staff with event details 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 adminis rative 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: Desire to be proactive and create a positive experience for others Excellent attention to detail, strong organizational and time management skills Ability to work both independently and collaboratively Good knowledge of: WordPress, Google Office Suite, Oracle Fusions Cloud, MS Word, and MS Excel. Experience coordinating administrative activities which require frequent contact with executives, the public, other agencies, and campus officials Experience using good organizational skills and with mul