Management Assistant
Boise State University

Job Info

About Us:

Boise State University, powered by creativity and innovation, stands uniquely positioned in the Northwest as a metropolitan research university of distinction. Learn more about Boise State and the City of Boise at https://www.boisestate.edu/about/boise-and-beyond/. Boise State University is committed to increasing the diversity of its faculty, staff, students, and academic program offerings and to strengthening sensitivity to diversity throughout the institution. Boise State University is an affirmative action/equal opportunity employer, and members of historically underrepresented groups are especially encouraged to apply. We are a welcoming campus that supports diversity and inclusion.
Job Summary/Basic Function:
Performs a variety of administrative duties that enables management or administrators to function more effectively; or primary focus is on administering a program; performs related work.

Department Overview:
The High School Equivalency Program (HEP) and College Assistance Migrant Program (CAMP) projects are federal grants funded through the U.S. Department of Education. The primary purpose of HEP is to assist students from farm working families who have not graduated from high school complete their high school equivalency and obtain upgraded employment or enter post-secondary education or training. The primary purpose of CAMP is to assist students from farm working families successfully complete their first year of college and continue their enrollment in the subsequent year at an institution of higher education.

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:
The Management Assistant must:
• Performs minimal clerical support, decisions are non-routine and the consequence of error impacts the departments internal and external customers. Requires in-depth knowledge of the organization in order to manage a single program or multiple projects. They interpret, apply, and implement policies and procedures to accomplish the mission of the organization.
• Part of the management team and participate in management decisions and may supervise staff.
• They have administrative decision making latitude and serve in a leadership role. Recognized by others as having the authority and accountability delegated by the administrator when responding to inquiries, resolving complex problems or issues, or committing department resources. Authority to respond to sensitive or controversial issues that require high level public relations and interpersonal skills. May have budgeting responsibilities.
• The program knowledge for some positions can only be gained by extensive, progressive experience within the program. These positions may be underfilled with a lower level classification and delegated increasing authority as expertise is gained.

• Coordination of Administrative Activities - Provides administrative support to HEP/CAMP Director and other staff members as assigned. Liaison between the organizational unity and external customers. Responds to inquires and explains department services and policies.
• Budgetary responsibilities related to two federal grants with a combined annual budget of $900.000. Assists with the monitoring of Federal and non-federal grant funds to ensure expenditures are accurately tracked and in compliance with federal regulations. May independently resolves budgetary discrepancies with appropriate departments, both internal and external. Assists with budget projections and adjustments, and ensures accuracy for project performance reporting.
• Information management - Utilizes a variety of software and institutional tools (e.g. MyInsights, Pyramid, Peoplesoft, Access, and Excel) at the intermediate or advanced level to compile and monitor program information for decision making and reporting purposes. Assists with data compilation for annual federal reports. Understands federal and university regulations pertaining to federal grant operations. May handle sensitive or confidential information.
• Coordination of grant related events and travel - Plan and execute staff and student travel to support participation in required meetings, professional development conferences, and events such as orientation, retreat, cultural activities, and graduation recognition.

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.

Minimum Qualifications Specialties:
Bilingual (Spanish/English) speak, read write

Preferred Qualifications:
Experience managing budgetary expenses
Experience working with diverse populations
Salary and Benefits:
Salary range starting at $19.71 per hour. Boise State University is committed to offering a benefits package that provides health and financial protection plans as well as resources to promote health and well-being. Our program provides flexibility so you can choose the benefits that are right for you and your family. Learn more about our benefit options at https://www.boisestate.edu/hrs/benefits/.

Required Application Materials:
Cover Letter
Resume
Three Professional References

Advertised: September 10, 2021 Mountain Daylight Time
Applications close: September 26, 2021 11:55 PM Mountain Daylight Time