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Management Assistant - BSW

Company: Idaho Division of Human Resources
Location: Boise
Posted on: September 24, 2022

Job Description:

Management Assistant - BSW

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Management Assistant - BSW

Salary

$20.30 - $22.21 Hourly

Location

Boise, ID

Job Type

Full Time

Department

Boise State University

Job Number

16039

Closing

9/18/2022 11:59 PM Mountain

+ Description

+ Benefits

+ Questions

Description

Management Assistant

School of Social Work

This position will provide administrative support as a strategic partner to the BSW Boise and BSW Twin Falls programs and facilitate effective communication between program coordinators, the SSW Divisional Dean and faculty, students, other units on campus and constituents in the community. Maintains working knowledge of Boise State policies and processes to enable management and faculty to function more effectively. Functions under general supervision to independently plan and accomplish tasks and serve as a lead regarding procedures, techniques, tools, materials and/or equipment, procurement and travel, HR/Payroll action processing, student services, and identification of problems and defining alternatives or developing recommendations for management/administrators. Maintains curiosity and the desire to understand complex and varied tasks and to constantly learn and adapt to changing needs and solutions.

Collaborates with program coordinators, faculty and administrative staff across all programs to ensure continuity and standardization of communications, practices and processes. Collaborates with Dean's office staff to provide reports and data as requested.

The BSW programs offer application cycles two times per year and include approximately 100 applications annually. Between 40 and 60 students are accepted each year and the program maintains an enrollment of 100-125 students with approximately 70 students graduating annually.

The position requires knowledge of office software, including excellent usage of excel; researching, compiling and summarizing data for reports; interpreting, applying and explaining complex information; coordinating activities requiring complex arrangements; attention to details and accuracy; and excellent communication skills.

Example of Duties

60% of Time 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.

35% of Time the Management Assistant must:

+ Oversees the maintenance of, and fields questions from, the School of Social Work website and Social Media content ensuring that items posted are appropriate, up to date, and meet legal requirements, university brand standards and marketing goals for the School. Works with other communication specialists in the College in order to increase the visibility of the school for employee and student recruitment.

+ Is student centered and has a fair amount of student interaction using patience and compassion for helping students solve problems due to knowledge of systems and where the problem might have occurred and who to contact to determine a solution.

+ Understands budgeting process and manages financial expenditures including transactions for hiring, goods or services purchases, travel and professional development requests and expenses, p-card purchases; ensuring that all policies and processes are followed and that budgets are not overspent.

+ Understands hiring processes and manages hiring/payment for Independent Contractors, supplement pay for faculty, adjunct faculty, students, standardized patients and other temp employees ensuring that all policies and processes are followed and that budgets are not overspent. This includes requests to fill vacancies or establish new positions or temporary employment requests. Works with search committees and program coordinator to ensure that all hiring processes and documents are executed in a timely manner.

+ Assists Program Coordinator to forecast instruction needs, identify trends, make budget recommendations, and update the program's faculty workload document each semester.

+ Independently investigates problems and makes recommendations to management as part of problem-solving processes. Advises, participates in, and communicates management decisions ensuring that decisions are in compliance with relevant policies and procedures including confidentiality.

+ Plans, organizes, staffs, and directs all operational services for the program. This involves responding to requests from faculty and administrators for services such as textbook orders, tracking grades, verification/tracking of courses and grades for students, collecting and maintaining syllabi for each semester, student applications for candidacy, student orientations each fall and spring, the annual commencement/hooding ceremony, and the admission process with two admission cycles per year.

+ Manages communication with students/potential students regarding applications, enrollment, registration, information on jobs/training, program review and commencement.

+ Compiles statistical information, trends, interprets findings and prepares reports and recommendations for program administration and committees, securing information from other University resources as needed. Responds to inquiries from other departments or outside agencies.

+ Oversees and coordinates annual scholarship process with Department Scholarship Chair and the BSW program coordinator.

+ Maintains electronic files on all faculty and academic employees ensuring required licensure, certifications, background check information, current contract and other hiring/payment documentation. Maintains all confidentiality as required by the University.

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

+ Excellent knowledge of Excel and ability to use it extensively.

+ Good knowledge of office software including Microsoft Word, Google Email and Calendar, Google documents and sheets.

+ Experience composing a variety of business documents.

+ Experience interpreting, applying and explaining complex information such as regulations, policies or services.

+ Experience coordinating activities requiring complex arrangements.

+ Good knowledge of filing principles and practices.

+ Working knowledge of supervisory practices.

Supplemental Information

Application Instructions

Please include the following with your application submission:

+ Resume showing last 10 years of employment/experience

+ Letter of Interest in this position and why

+ Two letters of recommendation

Knowledge, Skills, and 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.

+ Ability to build trust relationships with colleagues and management.

+ Ability to apply technical knowledge to various software programs.

+ Ability to work independently and report back to management.

+ Ability to independently conduct research regarding policies and processes in order to solve/prevent problems and communicate those to faculty, staff, and management.

+ Excellent attention to details and accuracy.

+ Excellent communication and liaison skills, both verbal and written.

+ Ability to understand complex issues and communicate to the lay person

Pay and Benefits

$20.30-22.21 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/.

Questions?

Please contact Boise State Human Resources by phone at (208) 426-1616 or email at employment@boisestate.edu.

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. (https://hrs.boisestate.edu/employees/files/2017/03/OFCCP-Transparency-Pay-Policy-Statement.pdf) (Download PDF reader) (https://get.adobe.com/reader/) If you require an accommodation to complete this application, please contact Human Resources at 208-426-1616.

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 (https://www.boisestate.edu/policy/human-resources/background-investigations/) .

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. (https://security.boisestate.edu/annual-security-reports/)

2225 W. University Dr.

Capitol Village #3

Boise, ID 83725-1265

Thank you for your interest in working at Boise State University!

https://dhr.idaho.gov/StateEmployees/Benefits.html

*Benefits may not be applicable for temporary or seasonal positions.

01

Minimum Qualification: Experience planning, organizing, implementing, and evaluating special projects. This is typically met by work or volunteer experience with responsibility for planning, organizing, implementing and evaluating at least TWO special projects that involved extensive planning and action. Choose the ONE statement that BEST describes your knowledge and/or experience.

+ A. I do NOT have work or volunteer experience in planning, organizing, implementing, and evaluating special projects OR I have experience with only one special project as described in B. below.

+ B. I have had work or volunteer experience with responsibility for planning, organizing, implementing and evaluating at least TWO special projects that involved extensive planning and action.

+ C. I have had a leadership role in several special projects that had high visibility or high impact on the organization which included working and coordinating with other agencies, companies or community organizations. This would include delegation and gaining cooperation from other individuals over whom you had no direct authority.

+ D. In addition to C. above, I have had extensive experience with ongoing programs that required managing the project budget, anticipating and resolving problems, making decisions and developing contingency plans and evaluating program effectiveness. (Make sure this experience is reflected in your resume.)

02

Minimum Qualification: Experience analyzing information, identifying problems, defining alternatives and developing recommendations for management. This is typically gained by one year of work experience where you were 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 you determined the problem, researched files, reviewed reports, and analyzed different options. Choose the ONE statement that BEST describes your knowledge and/or experience.

+ 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.)

03

Minimum Qualification: Experience independently researching, compiling, developing and summarizing material for reports on a frequent or recurring basis. Choose the ONE statement that BEST describes your knowledge and/or experience.

+ A. I have less than one year of experience independently researching, compiling, developing and summarizing material for reports on a frequent or recurring basis.

+ B. I have one year of work, college, or volunteer experience that required independently researching, compiling, developing and summarizing materials for reports.

+ C. I have one year of experience in a work setting, researching, compiling and analyzing the data, drawing conclusions and developing reports based on information gathered from a variety of different sources. The reports were prepared for management use.

+ D. I have experience as described in C. above and the reports referred to in C. above had a high degree of impact on a corporation, government or public entity, and often contain materials that are sensitive in nature.

04

Minimum Qualification: I have at least one year of experience reviewing for compliance with laws, regulations or policies and procedures and explaining discrepancies or explaining to others how they apply to specific situations, as a regular part of my job.

+ Yes

+ No

05

Extra Credit: Select the response that best describes your experience creating formulas and employing built-in calculation functions to perform complex financial, statistical or analytical calculations in Microsoft Excel or an equivalent spreadsheet software. This item is not required, but relevant experience may increase your score.

+ I DO NOT possess the Excel experience described above.

+ I have at least one year of experience creating formulas and employing built-in calculation functions to perform complex financial, statistical or analytical calculations in Microsoft Excel an equivalent spreadsheet software.

06

Extra Credit: Do you possess good knowledge of office software? This is typically met through at least one year of experience using programs like Microsoft Word, Google Email and Calendar, Google documents and sheets. This item is not required, but relevant experience may increase your score.

+ Yes

+ No

07

Extra Credit: Do you possess at least one year of experience composing a variety of business documents and performing filing activities? This item is not required, but relevant experience may increase your score.

+ Yes

+ No

08

Extra Credit: Do you have at least one year of experience interpreting, applying and explaining complex information such as regulations, policies or services? This item is not required, but relevant experience may increase your score.

+ Yes

+ No

09

Extra Credit: Select the response that best describes your experience coordinating activities requiring complex arrangements. Typically gained by at least six months of experience at professional level where you were responsible for coordinating and arranging multiple complex activities such as travel, registration, accommodation negotiations, coordinating volunteers, audiovisual support, planning meals, and designing forms. This item is not required, but relevant experience may increase your score.

+ I have less than six months of experience coordinating activities requiring complex arrangements.

+ I have at least six months of experience coordinating activities requiring complex arrangements.

+ I have at least one year of experience coordinating activities requiring complex arrangements.

+ I have at least two years or more of experience coordinating activities requiring complex arrangements.

10

Extra Credit: Please select the answer that best describes how you have obtained some knowledge of supervisory practices. This item is not required, but relevant experience may increase your score.

+ I DO NOT have any education or experience of supervisory practices.

+ I have some knowledge of supervisory practices through complete of a class or seminar (of more than 1 day) specifically covering supervisory practices; OR completion of a college course covering supervisory practices; OR leadwork experience that involved work assignment, direction, and monitoring of staff (such experience on a fill-in basis is non-qualifying unless for a minimum of 3 months).

+ I have at least one year of experience (within the last five years) providing leadwork to staff. I was responsible for assigning and monitoring duties of a staff and ensuring quality and timelines were met OR I have completed training of at least 20 hours covering supervisor practices AND have six months' experience with delegated responsibility to provide leadwork to a staff.

+ I have two or more years of supervisory experience (within the last five years) which included hiring, training, conducting performance evaluations, assigning work and handling disciplinary actions OR I have recent training of a minimum of 20 hours covering supervisory practices AND have one year of experience as a full supervisor within the last five years.

Required Question

Agency

State of Idaho

Address

304 North 8th Street Boise, Idaho, 83720

Website

https://www.governmentjobs.com/careers/idaho

Apply

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

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