Job Details

Library Administrative Assistant

The primary purpose is to provide administrative support to the Library Business Manager and Dean and serve as internal liaison to library staff that want to hire student employees. This individual is often approached while performing other duties, so customer service and multi-tasking are an integral part of this position. This position is also relied upon to courier confidential documents or relay information and follow-up or report on important matters.

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.

Applies skills and job knowledge in area of specialization; may adapt procedures, operations, techniques, tools, materials, and/or equipment to meet needs of area of specialization; may work on non-routine tasks; resolves issues/makes working decisions within area of specialization or responsibility with minimal supervision.

Primary contact for Library Administrative Office visitors both in-person and on the telephone. Organize and complete special projects for the Dean and Library Administrative Office staff, may include; scheduling appointments, preparing correspondence for signatures, preparing spreadsheets, etc. Create or edit and send out various correspondence and reports. Submit Dean's and Associate Dean travel authorizations and expense reimbursements. Collect receipts and all documentation to prepare expense reimbursements for employees to submit. Provide assistance as needed to Search Committees hiring classified staff to confirm dean/associate dean times for introduction during interviews and conducting reference checks as needed. Updating Library Administration and Dean's web pages as needed. Maintain library records of furniture, equipment; notify Inventory Control and Risk Management of additions or deletions; annually reconcile with university records. Resolve any discrepancies. Ensure that equipment and items valued over $2000 are tagged and added to inventory in a timely manner Collect and compile information regarding inventory for disposal, prepare disposal request and send to Facilities; and reconcile after form has been routed through Inventory Control. Process key requests and key transfers, send to Facilities. Maintain accurate inventory of keys checked out to Library staff. Prepare and submit deposits Reconcile monthly deposit and revenue reports Purchase supplies and equipment as requested for Library operations. Research and resolve problems with supply orders and equipment purchases Pay invoices with pcard or process submit invoice for payment via BroncoHub Notify staff when requested supplies or equipment are delayed or received Place orders for purchases and make sure that available discounts are taken Prepare inter-department charge spreadsheet as needed and submit to Accounts Payable Run and reconcile financial reports in BroncoHub Prepare check requests for Foundation reimbursements Prepare final contract documents and send to Office of General Council Open and close ads for student positions, process hire paperwork, verify that I-9's are complete and ensure hire paperwork is submitted to HR prior to processing deadlines. Maintain good knowledge of student employment policies and procedures and advise supervisors. Submit requests to Human Resources pertaining to student employees, including hiring forms, pay changes and separations. Maintain personnel files for student employees. Answer general questions about student employment in the Library. Liaison with Financial Aid for work-study issues. Perform other duties as assigned, may include: Organize and complete special projects as needed Assist with event planning in the Library

Proficient with using Microsoft Office Products Experience with Google Drive Experience with Campus Solutions HR (hiring students) Experience gathering and compiling data into spreadsheets and reports and checking for accuracy and completeness. Experience working graciously but firmly with a variety of individuals. The ability to maintain confidentiality. The ability to perform assigned duties independently and to prioritize and balance multiple duties/projects.

Good knowledge of: office support functions including word processing; filing; composing a variety of business documents; reception; and researching, compiling, and summarizing data for reports. Experience: in interpreting, applying and explaining complex information such as regulations, policies or services; independently solving problems/performing liaison activities in a work setting; coordinating activities requiring complex arrangements.

Experience with supervision Experience with Oracle Financial Cloud - running reports, submitting requisitions and expense reports, training others to submit reports Experience with Human Cloud Management - time cards, personnel changes

Pay begins at $20.28 per hour and is commensurate with experience. Boise State University provides a best-in-class benefits package, including (but not limited to): 12 paid holidays AND the University is closed between Christmas and New Year's (requires use of 3 vacation days) Between 12-24 annual paid vacation days for full-time Professional and Classified staff depending on position type and years of service 11.96% University contribution to your PERSI retirement fund (Classified employees) Excellent medical, dental and other health-related insurance coverages Tuition fee waiver benefits for employees, spouses and their dependents See our full benefits page for more information!

Cover letter, resume and 3 professional references.

Nestled along the Boise River and steps from the state capitol, Boise State University fosters a vibrant and welcoming academic environment that fuels student and employee success. We're a trailblazing institution, nationally recognized for our innovative spirit and commitment to positive impact on Idaho and beyond. Boise State is proud to be recognized by Forbes as the only Idaho employer listed in the top 100 of all national midsize and large employers. We're building a thriving community of faculty and staff whose unique skills, experiences, and perspectives come together to create a rich and rewarding academic experience. Applications from all backgrounds are welcomed. Learn more about Boise State and living in Idaho's Treasure Valley.