Executive Staff Specialist, Associate - Coas Dean's Office

This position will provide daily administrative and operational support. This position requires excellent interpersonal skills and the ability to communicate effectively with individuals in all positions, both internal and external to the university. It requires a detailed knowledge of the organization's operations, organizational procedures, and personnel.

The College of Arts and Sciences is the largest academic college on campus. We house the School of the Arts, the School of the Environment, and over 20 academic departments and units. This role will join a vibrant and busy Dean's Office and will be our first point of contact for the support of our executive-level team.

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.

60% of Time the Executive Staff Specialist, Associate:

• Coordinate and maintain a calendar for meetings, travel arrangements, and registrations.
• Requires application of public relations skills in dealing with a variety of internal and external constituents.
• Coordinates meetings for staff. This includes travel, catering, registration, meeting rooms, audiovisual equipment, etc. Determine relevant supporting materials needed for meetings and provide as required.
• Determines groups and individuals that require access to Executive Staff. In conjunction with staff, prioritizes requests for time and reorganizes or reschedules commitments in response to priority requests or needs while leveraging executive time for maximum efficiency and effectiveness.
• Demonstrates excellent organizational skills and attention to detail for planning and implementing events. Determine and arrange set-up, event location, decorations, menus, A/V needs, invitations, advertising, etc. to ensure an appropriate environment for high-profile events, programs and guests.
• Arranges travel accommodations, airline reservations, itineraries, etc. for trips.
• First line of communication for the executive: Answers questions and/or refers callers to other individuals or departments based on knowledge of university athletic policies and procedures.
• Letters and correspondence creation for the executive. Types drafts, reviews for grammatical and punctuation correctness, and finalizes documents such as memos, letters, confidential information, presentations, and technical reports as requested.

35% of Time the Executive Staff Specialist, Associate

• Operational Processes: Responsible for quality control of personnel files, paperwork processing, and records maintenance for a large and complex academic unit.
• Relationships: First point of contact for Dean's Office. Maintains a friendly, professional demeanor during interactions with guests. Acts as a representative of the Dean's Office in dealings with other campus units and college departments.
• Communications: Responsible for professional communications to college faculty, staff, and students. Manages central phone line, and several shared email addresses, and is the college's "shared brain" for problem-solving and resource questions.
• Administration: Primary administrative support for College Development team and College Executive Leadership (including expense reimbursement, travel, logistics, scheduling, etc.)
• Web: Serves as backup to college communications staff for routine web maintenance in WordPress/updates of college-owned websites in WordPress.

5% of Time the Executive Staff Specialist, Associate

• Perform other duties as assigned

• Experience with event scheduling methods, facility use agreements and event planning processes.
• Problem-solving skills involving groups and/or events.
• Ability to generate, cultivate, and maintain relationships with a high level of communication skills with many individuals including coworkers, students, executives, community members, etc. They must also maintain a high level of communication skills and the ability to work well with many people with the ability to problem solve and perform conflict resolution.
• Ability to work closely with all constituents involved in a university community.
• Experience working with high-level executives, to understand the level of responsibility required to support a university executive.
• Ability to work independently, apply good judgment, use discretion, resolve conflicts, articulate professionally in writing and speech, be flexible, and re-prioritize. 
• Must possess problem-solving skills and have extraordinary organizational skills.
• Strong working understanding of PowerPoint, Excel, Word, and additional presentation applications.
• Proven experience in confidentiality matters, which impacts oneself and others.

• Bachelor's Degree or equivalent relevant professional experience.

Preferred Qualifications:

• Experience with Boise State systems and processes preferred.
• Strong customer service or executive assistant experience preferred.

The salary for this position is $46,051.20. Boise State University is committed to offering a benefits package that provides health and financial protection plans as well as resources to promote health and well-being. Our program provides flexibility so you can choose the benefits that are right for you and your family. Learn more about our benefit options at https://www.boisestate.edu/hrs/benefits/.

Please send a resume and cover letter detailing your interest in and qualifications for the role.