The Administrative Assistant provides the first point of contact with the University of Idaho Parma Research and Extension Center's clientele, stakeholders, vendors, guests, and University of Idaho personnel. This position will assist the Administrative Financial Specialist with all financial and administrative tasks to ensure proper fiscal stewardship and adherence to University of Idaho policies and procedures. In coordination with the Operations Manager, the Administrative Assistant will coordinate and facilitate day-to-day office and facility operations. General office support for all TH, staff, and faculty at the Parma Research and Extension Center is included in this role.
Position Overview The position works with a high degree of initiative to provide advanced operational and programmatic support to visitors, students and employees by navigating and advising others on a variety of administrative processes, procedures and cyclical calendars of activities critical to the operation of the unit within the broader university. The position may serve as first point of contact for the department while also performing administrative functions such as researching information and solving problems for faculty, staff and students, and providing program and/or event assistance.
Duties may include: Coordinate office functions and maintain office processes, procedures, and recordsProvide administrative support and coordinate activities of a department or unit by prioritizing, directing and responding to business matters involving university administrative functionsRespond to routine and moderately complex questions/issues concerning unit/university policies, processes and procedures from internal and external contactsSupport regular and non-routine meetings and events; coordinate complex travel arrangementsCompose and distribute meeting notes and routine correspondence or reports, such as presentations, statistical or monthly activity reportsMaintain individual and office calendarsUtilize university systems to create, review and submit financial documents including travel claims, purchasing card expense reports, claim vouchers, requisitions, purchase orders and deposit forms; may provide routine financial reports to unit administratorMay supervise or direct the work of othersThree years performing administrative or office support functionsComposing, proofing and editing a variety of business documents, using proper grammar and punctuation as demonstrated in application materialsUsing computer software and applications for word processing, spreadsheets, email and internet researchRequired Education High School Diploma or equivalentRequired Other NoneAdditional Preferred Associate or Bachelor's Degree in office management, business, or related fieldExperience in financial recordkeeping or accounting in an educational settingExperience researching and compiling financial information and preparing summaries and reportsProficiency with Microsoft Word, Excel, Outlook, or similar programsAbility to communicate well with a variety of individuals both verbally and in writingPhysical Requirements & Working Conditions NoneDegree Requirement Posting Information FLSA Status Non-Exempt
Employee Category Classified
Pay Range $24.08 per hour or higher depending on education and experience.
Type of Appointment Fiscal Year
FTE 1.0
Full Time/Part Time Full Time
Funding This position is contingent upon the continuation of work and/or funding.
Visa Sponsorship A visa sponsorship is available for the position listed in this vacancy. No
Posting Date 08/06/2024
Closing Date Open Until Filled: Yes
Special Instructions to Applicants Applications received by August 20, 2024, will receive first consideration.
IMPORTANT: To be considered, your "Letter of Qualification" must address EACH of the minimum qualifications, including pertinent education and/or experience. In addition, to improve your ranking during the evaluation process, address as many of the Preferred Qualifications as possible. Information on a resume will not be accepted as a substitute for submitting a Letter of Qualification.
Applicants who are selected as final possible candidates must be able to pass a criminal background check.
EEO Statement The University of Idaho is an equal opportunity/affirmative action employer. The University is committed to the policy of equal opportunity for all persons and does not discriminate on the basis of race, color, religion, sex, age, gender identity, national origin, disability, protected veteran status, sexual orientation, genetic information, or any other status as protected under applicable federal, state or local law in employment or educational programs.
Required Documents Resume/CVLetter of QualificationOptional Documents Supplemental QuestionsRequired fields are indicated with an asterisk (*).
* How did you hear about this employment opportunity?Academic CareersAsians in Higher EdAssociation of Public and Land Grant Universities (APLU)Blacks in Higher EdChronicleDisabled in Higher EdFacebookHigherEd/Academic ImpressionsHigher Ed JobsIdaho Department of Labor/Job Service including Job Central or Idaho Works (Idahoworks.gov)Indeed.comInside Higher EdLinkedInNative Americans in Higher EdNewspaperOther VenueProfessional Listservs (Ex: NACUBO, AAAE, ISMC, etc.)University of Idaho WebsiteUniversity of Idaho Daily RegisterUniversity of Idaho EmployeeVeterans in Higher EdWomen and Higher EdWord of Mouth* Were you referred to this employment opportunity by a current University of Idaho employee? If so, please provide their name and department.(Open Ended Question)
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