Executive Staff Specialist

Job Summary/Basic Function:

This position provides a wide variety of daily and long-term administrative support to the executive’s office that includes calendar management, executing expenditures, travel authorizations, planning, organizing, implementing, and evaluating special projects, and writing and editing professional correspondence.

This position is not eligible for a hybrid/remote work schedule.

This position is not eligible for visa sponsorship.

Department Overview:

The newly formed College of Education and Public Service leverages the strengths of the former colleges to create one college that is stronger, more versatile, and more sustainable. This integration will utilize each college’s strengths in policy and governance, and faculty expertise in education, public service, and policy. In turn, the College of Education and Public Service uses expertise in leadership, education, and public service to equip future generations of problem-solvers.

Level Scope:

Fully competent and productive professional contributor who applies acquired job skills, policies, and procedures to complete substantive assignments/projects/tasks of moderate scope and complexity. Works independently with general supervision; exercises judgment within defined guidelines and practices to determine appropriate action. May provide guidance and assistance to entry-level professionals and/or support employees.

Essential Functions:

● Manage communication and scheduling activities for executive staff, ensuring confidentiality and effective time management.
● Assist with the review of complex, sensitive, and confidential problems and concerns from internal and external constituencies, including Boise State administration, faculty, staff, and students.
● Researches, analyzes, and compiles information to prepare reports, handle complaints or resolve problems.
● Responsible for processing payment requests, travel documents, contracts for services, expense and travel reports, and other documentation.
● Composes correspondence for supervisor on own initiative or from general instructions and formats/types a variety of executive, sensitive and/or confidential documents.
● Assists with the management of special projects as assigned, including special event planning and organizing.
● May involve direct supervision, hiring, and evaluating the work of support staff as well as providing training.
● Coordinates the faculty hiring processes for the college in collaboration with search committee chairs and support team members, including scheduling interviews, travel arrangements, meals, etc.
● Manages spreadsheet for all key transfers/new keys/lost keys for the college.
● Supports the college’s development agenda in collaboration with university advancement and the director of development.
● Assists direct supervisors with onboarding of new staff and faculty. This includes: ordering technology, office setup and supplies, office keys, and invitations to new faculty events.
● Performs other duties as assigned.

Knowledge, Skills, Abilities:

● Excellent oral and written communication skills.
● Excellent phone skills.
● Comfortable working as a team.
● Excellent customer service skills.
● Ability to meet project deadlines while adapting to immediate demands.
● Ability to anticipate issues and informational needs.
● Ability to research and organize information and materials relevant to meeting topics and initiatives.
● Exceptional interpersonal and relational skills.

Minimum Qualifications:

Bachelor’s Degree or equivalent and 2 years of relevant professional experience.

Preferred Qualifications:

At least 4 years of relevant experience.

Salary and Benefits: