Administrative Assistant 2

Job Summary/Basic Function:

The Administrative Assistant II provides multifaceted administrative support to all five MBA programs housed within the College of Business and Economics (COBE). This dynamic role requires a detail-oriented professional who thrives in a collaborative, student-centered environment. The position will ensure operational efficiency across the programs by managing communications, scheduling, budgeting, and event coordination while serving as a liaison between students, faculty, and program staff.

Reporting to the Sr. Director of Working Professional MBA Programs, this position will be in-office five days per week and occasionally as needed for flexible hours during events.

Level Scope:

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.

Essential Functions:

Office Administration, Scheduling & Financial Management (10%)

• Perform complex clerical and office administrative duties requiring discretion and minimal supervision.
• Support day-to-day operational needs of the MBA programs, including purchasing, bookkeeping, and recordkeeping.
• Process p-card transactions and monitor budgets.
• Order and maintain office supplies and equipment in compliance with procurement policies.
• Manage calendars and appointments for program directors and faculty, including meetings with students, staff, and external stakeholders.
• Schedule classes and events in collaboration with program management and academic departments.
• Support travel planning for program staff, including bookings and expense reconciliation.

Communication & Stakeholder Engagement (30%)

• Serve as the first point of contact for the MBA office: handle walk-ins, phone calls, and email inquiries with professionalism and urgency.
• Coordinate communications with prospective students, applicants, and other university departments.
• Compose professional correspondence, such as emails, letters, thank-you notes, and departmental updates.
• Coordinate student recognition and referral programs (gifts, marketing swag, etc.)
• Maintain MBA program web pages, assist with marketing updates, ensure content is current and accessible.

Student Services & Records Management (30%)

• Receive, track, and maintain applicant files for all MBA tracks (Online, Professional, Career Track) and other graduate programs as needed.
• Correspond with potential students to answer questions regarding deadlines, materials and missing items.
• Review student and guest circumstances to direct them to the appropriate resources.
• Help organize on-campus student admission interviews, reserving and preparing necessary spaces and resources.

Event Planning & Marketing (20%)

• Coordinate logistics for 7–10 MBA events annually, including orientations, graduation celebrations, networking receptions, and special programming.
• Assist in the development and execution of program events, including ordering catering, equipment, and space reservations.
• Manage invitations and RSVPs for events.
• Track attendance and engagement, compile event data, and contribute to semester and annual reporting.

Other duties as assigned (10%)

Knowledge, Skills, Abilities:

• Ability to compose official correspondence, reports, research papers and other complex documents; providing administrative support to an administrator, director or senior staff member; designing manual and automated record management systems.
• Some knowledge of supervisory practices; bookkeeping; financial software; state and local government organization structure, functions, and decision-making processes.

Minimum Qualifications:

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.

Salary and Benefits:

Salary range is $21 to $22.50 an 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
• 10.76% University contribution to your ORP retirement fund (Professional and Faculty employees)
• 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!

Required Application Materials:

Resume and cover letter. 

About Us:

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 at https://www.boisestate.edu/about/