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Management Assistant

Company: Idaho Division of Human Resources
Location: Boise
Posted on: December 4, 2019

Job Description:

Management Assistant Print Apply Management Assistant Salary $17.51 Hourly Location Boise, ID Job Type Full Time Department Boise State University Job Number 03708 Closing 12/8/2019 11:59 PM Mountain - Description - Benefits - Questions Description Position Overview The Management Assistant is a critical role in the Center for Global Education. The Center for Global Education is a growing unit comprised of five sub-divisions. The primary purpose of the position is to provide support to all subdivisions in the Center for Global Education, including daily operations, reporting, budget management, communication, and special projects. This position provides critical support to the CGE leadership team (comprised of Assistant Provost and four Directors) and oversight of operations of the Center. The position requires the ability to work in a fast-paced environment, manage several tasks simultaneously and be a team player. Example of Duties CGE Operations and Reporting - Oversee front desk operations, appearance and management of the CGE office suite to ensure visitors to the Center have a positive experience and impression of the university and the Center. Serves as back up for the front desk (student staffed), as needed. - Manage CGE space: make decisions about use of SMASH rooms and storage areas. Take care of room set-up for various functions, including meetings, reception of international guests, presentations, etc. - Run application and enrollment reports (for example, student counts by country, major, academic level, visa type, etc.) The position also serves as the lead for collecting and submitting data to Open Doors on international student enrollment, ESL enrollment and students participating in study abroad. - Oversee the mandatory international student insurance program for international students, including answering students' questions, transferring data to insurance company, scheduling information sharing with OIT and trouble-shooting any issues that may arise. Liaise with other departments such the Graduate College, Athletics, Health Services, Student Financials and Relation Insurance for insurance-related business. - Manage student employee hiring and scheduling student work hours. - Prepare payment requests, office supply purchases, and manage supplies. - Oversee onboarding for new staff members (business cards, office set up, office name labels, etc). - Reconcile P-cards and approvals. - Track equipment and maintenance for all CGE computers and laptops and fulfills renewal cycles. - Review and approve EAFs for personnel for the CGE as needed. - Oversee general office management (i.e. submitting work orders, etc.). Budget Management - Guide decision making for budgeted items. Tracks budgets and makes recommendations about ad hoc budget items that arise. Build annual budgets and provides budget reports to Provost's office. Serve as 'point person' for all final budget decisions; consults with Directors, as appropriate. - Manage the CGE expenditures and budgets and reconcile records against Oracle reports. Provide weekly or monthly budget balance reports depending on unit needs. - Facilitate appropriate budget transfers, adjustments and corrections, as well as payments and billing. - Use knowledge of budgets and institutional policies to make decisions about disbursement of funds (e.g., grant projects). - Manage grants and expenses; track expenditures, work with grant recipients to make judgments about appropriateness of expenditures, monitor reporting deadlines. - Coordinate with Office of Sponsored Projects (OSP) on grant administration, monitor payments and monies transfers associated with external funding and grants. Staff Support - Supports the five executive leaders at the Center for Global Education (Assistant Provost, Director of Intensive English Program, Director of International Academic Services, Director of International Admissions and Director of Global Learning Opportunities and Academic Immigration and International Scholar Services). - Provide executive assistance to the Assistant Provost of the Center (calendar management, travel booking, communication, scheduling meetings, scheduling and communication to advisory boards and committees). - Manage international cooperative agreement files. Provide clerical assistance in the printing, routing, tracking, and filing of MOUs and Addendums between Boise State and international partner institutions until successfully signed and filed. - Prepare Travel Authorizations and Expense reports for CGE staff. - File CGE travel with Risk Management and Insurance to ensure staff are covered by international travel insurance. Supervision - Train and direct the work of CGE student employees. Other Duties - Provide support for international partner visitors, employee searches, other visitors (hotel arrangements, logistics, meetings etc). - Serve as the SMASH building coordinator. - Serve as Designated School Official (DSO) in SEVIS database system for international students. - Notary public. - Other duties as assigned. 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. Supplemental Information Preferred Qualifications - Experience in an administrative or staff support role for two years. - High computer proficiency, including Excel software. - Experience with budget systems. Prior experience with university budget system preferred. Knowledge, Skills and Abilities (KSAs) - Attention to detail. - Excellent customer service abilities, including ability to work well with a variety of people and ability to work with non-native English speakers. Previous experience working with diverse populations preferred. - Budgeting and financial management skills. - Fluency in Excel, Word and other Office software. - Ability to manage several tasks simultaneously. Questions? Please contact Boise State Human Resources by phone at ************** or email at *************************. AA/EEO Statement - Boise State University is an affirmative action, equal opportunity employer. Boise State University is building a culturally diverse faculty and staff and strongly encourages applications from women, minorities, individuals with disabilities and covered veterans. As a federal contractor, the University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. View Boise State's complete pay transparency policy statement. If you require an accommodation to complete this application, please contact Human Resources at ************. Background Investigations - Any offer of employment at Boise State University will be contingent upon the successful completion of a criminal background investigation and may require a credit and/or motor vehicle background investigation depending on the position. Click here to view the University's full background investigations policy. Jeanne Clery Statement: Notice of Availability of Annual Security and Fire Safety Report - The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) requires all colleges and universities that participate in federal financial aid programs to keep and disclose information about crime on and near their campuses to all job applicants. Click here to read the Boise State University Safety Report. Application assistance is available by appointment at the Human Resource Services office on Mondays & Thursdays from 2-3 PM MST. 2225 W. University Dr. Capitol Village #3 Boise, ID 83725-1265 Thank you for your interest in working at Boise State University! ************************************************** *Benefits may not be applicable for temporary or seasonal positions. 01 Please indicate your experience analyzing information, identifying problems, defining alternatives and developing recommendations for management/administrators. Choose the ONE statement that BEST describes your knowledge and/or experience. Make sure that your resume supports the selection made. This is typically gained by one year of work experience. Examples of what would typically qualify would be implementation of a new program or a change in current procedures where you did a needs analysis (analyze fiscal and physical impact on the department or organization), considered the different options and the timelines, and made recommendations to management. - A. I have less than one year of work experience where I was required to analyze information, identify problems, define alternatives and develop recommendations for managers. - B. I have one year of work experience where I was required to analyze information, identify problems, define alternatives and develop recommendations for managers. Management problems could have dealt with issues such as resolving staffing, overtime, budget, and/or contract problems, etc., where I determined the problem, researched files, reviewed reports, and analyzed different options. - C. Same as B. above, plus I have demonstrated knowledge of organizational culture and the impact of the recommendations made and I have influenced others in obtaining the desired outcome. - D. I have dealt with controversial, high-profile, confidential or sensitive issues that could impact the image of the organization. I have made formal presentations on my recommendations. (Make sure this experience is reflected in your resume.) 02 Please indicate your experience planning, organizing, implementing, and evaluating special projects. Typically special projects are those that occur infrequently and require a significant effort on the part of the incumbent to accomplish these projects. Make sure that your resume provides examples of the special projects that you have worked on. Include your level of responsibility for all aspects of the special projects listed above. A special project is an activity which involves a variety of tasks to accomplish a desired goal outside the norm of assigned activities. Typically, this is a one-time occurrence with a limited duration. This endeavor would have little or no existing guidelines and may or may not have predetermined outcomes. The key is that it is single focused and outside the realm of regularly assigned activities. - A. I do not have experience planning, organizing, implementing, and evaluating special projects. - B. I have work or volunteer experience where I was responsible for planning, organizing, implementing and evaluating at least two special projects. - C. I have held a leadership role in special projects that had high visibility or high impact on the organization which included: working and coordinating with other agencies, companies, or community organizations. - D. I frequently worked on special projects. I was responsible for anticipating problems and resolving problems; making decisions; developing contingency plans; making changes to ensure deadlines were met. 03 As a primary duty of this position, the employee will serve as a Designated School Official for the purposes of maintaining the SEVIS database and associated record-keeping required by the Department of Homeland Security. In accordance with federal regulations governing access to the SEVIS system, the person holding this position must be either a US citizen or lawful permanent resident (8 CFR 214.3(I)(1)(ii). At this time, are you a US citizen or lawful permanent resident? - Yes, I am a US citizen or lawful permanent resident. - No, I am NOT a US citizen or lawful permanent resident. 04 (Extra Credit) Microsoft Word: I have at least 6 months work experience creating documents and reports in Microsoft Word. - Yes - No 05 (Extra Credit) Microsoft Excel: I have at least 6 months work experience creating spread sheets; creating and adding graphs and charts to documents in Microsoft Excel. - Yes - NO Required Question Agency State of Idaho Address 304 North 8th Street Boise, Idaho, 83720 Website ******************************************** Apply Your browser does not support the IFRAME feature, which is required by this web page.

Keywords: Idaho Division of Human Resources, Boise , Management Assistant, Executive , Boise, Idaho

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