Administrative Assistant 1

Job Summary/Basic Function:

The primary purpose is to provide support to library administrative staff and offer customer service to visitors. The position involves a range of entry-level responsibilities focused on data entry, report preparation based on specific instructions, and inventory duties.

This position functions as one point of contact for library staff regarding student employee recruitment and may be called on to assist other frontline library units with desk coverage. The individual in the position is often approached while performing other duties, so customer service and multi-tasking are an integral part of this position.

Department Overview:

The Library's Administration office provides overall library leadership including oversight of finance, vendor contracts, personnel, donor relations, and building operations. Members of the office are charged with ensuring that the library actively supports the fulfillment of both the university's and library's strategic plans. The office also provides support to the individual units of the library and serves as a point of contact for many university services and related administrative and business functions in other colleges and executive divisions.

Level Scope:

Applies basic skills while developing some specialized skills in procedures, operations, techniques, tools, materials, and/or equipment appropriate to area of specialization; performs routine and/or repetitive tasks; limited decision making required; generally works under close supervision; has no or limited experience; work is performed from within specific limits of established procedures and/or defined instructions.

Essential Functions:

• Complete tasks accurately and in a timely manner.
• Coordinate administrative activities that require frequent contact with executives, the public, other agencies, and campus officials; may attend meetings to relay and collect information
• Exercise discretion and independence in applying policies and procedures, ask clarifying questions of the supervisor
• Responsible for the research, compilation, and organization of materials for administrators’ use in problem resolution 
• Monitor multiple shared emails
• Assist with calendar scheduling for administrative staff
• May direct students, support staff, or have some leadwork responsibilities
• Answer general questions about student employment in the Library
• Set up vendors, and prepare financial transactions, i.e., invoice payments, requisitions, etc.
• Assist with monitoring designated budgets
• Attending meetings and trainings specifically to keep up to date with campus and library priorities
• Student employment file maintenance
• Process departmental deposits as needed
• Perform other duties as assigned, may include special projects or desk coverage in other library units

Knowledge, Skills, Abilities:

• Some experience with Microsoft Office Products, Google Workspace and Adobe
• Some experience or ability to provide administrative support to administrators, director or senior staff members
• Ability to compose official correspondence, reports and other complex documents
• Experience using computer applications software; compiling and a analyzing information, and writing reports or procedures

Minimum Qualifications:

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. 

Preferred Qualifications:

• Some experience in customer service.
• Some experience in a higher education setting.
• Some experience with Microsoft Office Products, Google Workspace, and Adobe
• Some experience (or Ability) to provide administrative support to administrators, a director or senior staff members
• Ability to compose official correspondence, reports, and other complex documents
• Experience using computer applications software, compiling and analyzing information, and writing reports or procedures

Salary and Benefits:   $16.70 - $18.00 per hour, commensurate with experience. Boise State University provides a best-in-class benefits package, including (but not limited to):