NATURE AND SCOPE
These positions perform a wide variety of secretarial functions. Incumbents are delegated the authority to coordinate non-routine secretarial and clerical activities.
Incumbents compose letters, correspondence, and memos requiring independent judgment as to content; compile and analyze information from a variety of sources to prepare reports. They utilize word processing equipment and/or computers to create, process, and maintain a variety of documents and administrative records containing technical information and difficult formats. Incumbents schedule and coordinate arrangements for meetings and conferences.
Incumbents act as a liaison between their organizational unit and external customers. Incumbents must be knowledgeable of multiple procedures and program requirements to respond to inquiries, explain department services, policies, procedures, and rationale for decisions to customers.
Incumbents may: perform legal secretarial support functions and apply knowledge of the legal system to prepare and process legal documents; have responsibility for financial record keeping including monitoring budgets, preparing financial transactions; supervise support staff or have leadwork responsibilities.
Summarize job responsibilities into a few sentences, which adequately define the position.
Performing a wide variety of facility and operations support functions including scheduling all live and VC classes, meetings and events; arranging rooms and providing other event support; creating reports on the usage of classroom and meeting room space; billing for facility use for events; assisting with event management; monitoring daily building operations; provide light technical support for classes and meetings.
Performing a wide variety of administrative duties including coordinating travel and filing travel reimbursement paperwork; making arrangements for meetings; and preparing routine correspondence.
Be a contributing, positive member of the University of Idaho Boise (UIB) team.
This is an essential position that will be called upon in the event of an emergency and/or University closure.*
Provide administrative support to UI Boise Operations/Events and IT by: (90% of time)
∑ Maintaining classroom and meeting room arrangement for classes, meetings and events; maintaining classroom and meeting room supplies;
∑ Maintaining a room use schedule for classes, meetings and special events by incorporating information from room requests, web-based class schedules, other calendars; daily updating electronic room signage and electronic reader board and technical and operation needs;
∑ Meeting with UI and non-UI groups for meeting and event arrangements held at the University of Idaho Boise and assisting with the coordination of the events with UI staff and outside vendors;
∑ Performing light classroom technical support for classes and events;
∑ Processing employee and student Boise Vandal card requests by taking photographs, collecting personal information, and submitting to Moscow Vandal card office;
∑ Supporting Vandal Card distribution process by coding individual employee and full time student cards for access to various areas of the UIB;
∑ Maintaining service on office machines, phone system and document disposal program;
∑ Working with Operations Manager and property management on day-to-day facility issues and problems and carry out directives;
∑ Maintaining University of Idaho Boise telephone directory;
∑ Maintaining inventory of office supplies;
∑ Assisting with preparation and planning of office moves;
∑ Attending various committee meetings and preparing meeting agendas, etc.;
∑ Coordinating travel for operations and IT managers by making appropriate reservations; securing necessary travel tickets and preparing and processing travel claims for appropriate reimbursements using Banner.
Support University of Idaho Boise Operations Coordinator and Events Manager by: (5% of time)
∑ Working with various UIB departments on emergency response plan and meet annually with floor monitors to update emergency procedures;
∑ Covering phones during vacations etc. and assist visitors by directing to appropriate office or departments.
Participation in University meetings, events and functions and in University service: (5% of time)
The University of Idaho encourages faculty and staff service on university committees and participation in University meetings, events and functions in all geographic regions. Our institutional climate and culture is fostered through active engagement of personnel across roles and disciplines. University service plays an important role in shared governance, development and deployment of strategic plans and in the share and exchange of information important to the success of the University. Employees are encouraged to engage in University service and participate in university sponsored activities as appropriate whether they are based in Moscow or other geographic locations.
Must be bona fide occupational qualifiers, such as requiring the ability to lift 50 lbs if job involves lifting objects weighing 50 lbs, or requiring only female applicants if the job is a female locker room attendant.
Good knowledge of: office support functions including word processing, filing, composing a variety of business documents, reception, gathering and compiling data, and balancing and coordinating a workload for multiple projects.
Must: Applicants who are selected as final possible candidates must be able to pass a criminal background check.*
ADDITIONAL DESIRABLE QUALIFICATIONS: Education and Experience: Education or experience desired, but not required, such as a college degree or four years' experience. List Department's desired qualifications
∑ Bachelorís degree
∑ Experience working for a college or university
∑ Office experience
∑ Facility management experience
∑ Knowledge of emergency management planning
∑ Event planning experience
∑ Classroom support experience
∑ Knowledge of inventory management
∑ Experience using BANNER
∑ Excellent knowledge of Word, Excel and Microsoft Outlook
∑ Experience with room scheduling software
∑ Strong verbal and written communication skills
∑ Strong interpersonal skills and ability to maintain helpful, pleasant and professional demeanor at all times