Management Assistant

Job Summary/Basic Function:

This role serves as the primary point of contact for department inquiries and acts as the backup building manager for the Interactive Learning Center. Core office management duties include managing office keys and card access, coordinating room reservations, troubleshooting AV equipment, and organizing digital network drives. The incumbent also performs financial tasks like purchasing, reimbursements and expense reconciliation using university funding strings. Additionally, this position coordinates comprehensive event logistics from planning through breakdown. The incumbent also supports department hiring, onboarding, and offboarding.

• Work schedule: 8am - 5pm Mondays through Fridays in-person. This position requires the employee to be onsite during work hours. 
• In addition, the incumbent must be present at major CTL events, including:
• New Faculty Orientation 
• Service-Learning Exhibition (twice a year)
• Great Ideas conference
• Course Design Institute
• AI Institute

Department Overview:

The Center for Teaching and Learning supports effective, innovative, and transformative education at Boise State University. The CTL promotes excellent teaching, empowers educators in their ongoing growth as scholarly practitioners, and helps the university advance the public good by creating spaces for instructors to learn in community. In collaboration with campus partners, the Center helps instructors embrace evidence-based and emerging pedagogies through experimentation, learning, and reflection. The CTL serves students by serving the educators who teach them, advocating for learning environments where every student can excel.

Level Scope:

Regularly works on tasks that are varied and complex. Applies full range and job knowledge; frequently adapts procedures, techniques, tools, materials, and/or equipment to meet specialized needs; may serve as lead; performs broad and/or focused assignments under general supervision; originality and ingenuity are often required to help establish procedures in functional area; relies on experience and judgment to plan and accomplish assigned tasks.

Essential Functions:

• 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.
• Collaborates regularly with the management team and may recommend decisions to the management team.
• Supports the CTL leadership team and all staff members. Recognized by others as having the authority and accountability delegated by the business operation manager when responding to inquiries, resolving complex problems or issues, or committing department resources.
• May have budgeting responsibilities.
• Responds to department visitors, phone calls, and emails, and other frontline department inquiries.
• Acts as backup building manager for the Interactive Learning Center.
• Manages inventory department office keys and card access.
• Manages meeting space and room reservations for CTL meetings and events.
• Troubleshoots issues with the AV equipment in the CTL meeting space.
• Organizes and maintains information using consistent nomenclature standards on department network drives; recommends and implements changes to informational organization.
• Purchases supplies and reconciles transactions using accurate departmental funding strings.
• Arranges travel for staff and processes expense reimbursements related to travel or other purchases.
• Plans and coordinates logistics of CTL events, including catering, AV, and printing needs.
• Manages logistics at events, including set-up, check-in, catering, AV issues, and breakdown.
• Enters CTL workshop event data into event management system and makes modifications to events as needed.
• Manages and labels department assets, including furniture and technology items.
• Supports the administrative process of employee searches, hiring, onboarding, and offboarding.
• Creates and maintains job aids as needed for operations team and CTL staff.
• Attends mandatory and recommended university trainings, including trainings on finance, human resources, purchasing, events, and other administrative subjects.
• Performs other duties as assigned.

Knowledge, Skills, Abilities:

• Knowledge of office and space management practices
• Knowledge of financial record keeping methods such as compiling proper documentation of purchases, and preparing, executing, and reconciling financial transactions
• Knowledge