Job Details

Executive Assistant I
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Position Number: 5915870
Location: Boise, ID
Position Type: Executive Assistants

Executive Assistant I

Posting Number: SP004706P
Division/College: College of Agricultural & Life Sciences
Department: WRDC (Western Rural Development Center)
Location: Boise

Posting Context Statement:

The Western Rural Development Center (WRDC) is one of four rural development centers established by Congresss Rural Development Act of 1972. It is a collaborative effort between the United States Department and the University of Idaho. The WRDC works with public universities in the Western region to conduct research-based studies and educational outreach programs. It also partners with local communities, decision-makers, entrepreneurs, families, farmers, and ranchers to address various rural development issues. The centers objective is to enhance the capacity of the regions land-grant universities and cooperative extension services to help rural communities thrive and become self-sustaining.

Position Overview:

This position performs complex support duties for an administrator with a high degree of professionalism and adherence to strict confidentiality standards. Responsibilities include performing specialized administrative support including scheduling and coordinating meetings and appointments; making travel arrangements; researching, writing, and compiling data for reports and studies; preparing confidential reports and correspondence; and supporting planning and implementation of programs, special projects, and activities for which the administrator is responsible. The position may serve as front-line point of contact for the office.

Duties may include:

Administrative and operational support:

Maintain calendars, databases, confidential records and systems.
Provide administrative and logistical support.
Coordinate office operations and administrative functions; may monitor staff work activities.
May provide support for financial and/or personnel processes.

Project and initiative support:

Distribute agendas, take notes, compile and distribute material, document task assignments.
Develop and maintain positive liaison relationships with various offices, customers and stakeholders including internal boards, committees and/or councils which the administrator participates in, leads and/or sponsors.
Support the strategic planning process.

Information gathering and reporting:

Review and screen incoming/outgoing correspondence and phone calls, referring as needed.
Research and compile information for communications such as talking points, speech scripts, responses to correspondence and presentations.
Coordinate collection of data and materials for reports, records, and other administrative documents.

Other duties as assigned

Required Experience:

Three years providing administrative or business operations support
Composing, proofing and editing a variety of business documents, using proper grammar and punctuation as demonstrated in application materials
Using computer software and applications for word processing, developing spreadsheets, email and internet research

Required Education:

High School Diploma or equivalent

Required Other:

This position may be required to work weekends or evenings as requested by supervisor
May require minor travel

Additional Preferred:

Associates or Bachelors degree in Business Administration, Organizational Management or related field
Experience as an executive assistant or similar role
Experience in higher education, government, or nonprofit settings
One year of providing financial processing support within an electronic finance system
Familiarity with coordinating grants, contracts or financial processes
Experience organizing and facilitating events, including conferences, workshops or executive meetings
Experience in project management, including prioritizing and managing ongoing projects while adhering to deadlines
Strong research skills and ability to synthesize information into actionable recommendations
Knowledge of federal guidelines for capacity awards and compliance procedures
Experience using Banner and Argos to enter, retrieve and edit financial data
Experience researching and compiling financial information and preparing summaries and reports in spreadsheet software
Demonstrated ability to solve problems by working independently; takes initiative and sets or follows priorities
Experience maintaining strict confidentiality and managing highly sensitive documents and information
Understanding of the land-grant institution mission and the Extension system
Ability to communicate effectively with a variety of individuals both verbally and in writing
Demonstrated ability to work professionally with people with various relationships with the university, including faculty, staff, students and stakeholders
One year of experience providing administrative support to a manager, director, department head or similar administrator level
Proven experience managing budgets, tracking expenditures and generating financial reports
Experience interpreting and applying organizational policies, procedures, rules and regulations
Proven ability to manage schedules, coordinate meetings and maintain complex calendars
Experience managing multiple priorities and meeting deadlines in a fast-paced environment
Excellent organizational skills, attention to detail, and ability to manage multiple priorities under tight deadlines
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (e.g., Zoom, Microsoft Teams)

Physical Requirements & Working Conditions:

None

Degree Requirement:
N/A: No degree requirement
FLSA Status: Non-Exempt
Employee Category: Classified
Pay Range: $25.86 per hour or higher depending on education and experience
Type of Appointment: _of_Appointment
FTE:

1.0

Full Time/Part Time: Full Time
Funding: This position is contingent upon the continuation of work and/or funding.
A visa sponsorship is available for the position listed in this vacancy: No
Posting Date: 01/08/2025
Closing Date:
Open Until Filled: Yes
Special Instructions to Applicants:

Applications received by January 22, 2025, will receive first consideration.

IMPORTANT: To be considered, your "Letter of Qualification" must address EACH of the minimum qualifications, including pertinent education and/or experience. In addition, to improve your ranking during the evaluation process, address as many of the Preferred Qualifications as possible. Information on a resume will not be accepted as a substitute for submitting a Letter of Qualification.

Applicant Resources: https://www.uidaho.edu/human-resources/careers/applicant-resources
Background Check Statement:

Applicants who are selected as final possible candidates must be able to pass a criminal background check.

To apply, visit https://uidaho.peopleadmin.com/postings/46835

The University of Idaho is an equal opportunity/affirmative action employer. The University is committed to the policy of equal opportunity for all persons and does not discriminate on the basis of race, color, religion, sex, age, gender identity, national origin, disability, protected veteran status, sexual orientation, genetic information, or any other status as protected under applicable federal, state or local law in employment or educational programs.