Administrative Assistant 2, Idaho Falls Campus (2867)

Thank you for your interest in positions at Idaho State University. Once you have applied, the most updated information on the status of your application can be found by logging into your profile and reviewing your status. For answers to additional questions, please review our frequently asked questions.

Administrative Assistant 2, Idaho Falls Campus (2867)

Idaho Falls

NOT eligible for remote work, on-campus position

Institution Information

Idaho State University, established in 1901, is a Carnegie-classified doctoral research and teaching institution, with a culture built on trust, compassion, stability, and hope. ISU serves over 12,000 students in Pocatello, Meridian, Twin Falls, and Idaho Falls. Students and faculty at ISU are leading the way in cutting-edge research and innovative solutions. We are proud to offer exceptional academics nestled in the grand, natural beauty of the West. We invite you to apply to be a part of our University community!

Job Description

To perform complex secretarial, office administration, and public relations assignments; perform related work.

The Successful candidate serves as a central operational anchor and primary liaison for the Idaho State University Idaho Falls Campus, the Critical Minerals and Energy Systems Center (CMESIC), and ISU partnership programs. Jointly funded by the Idaho Falls Campus and ISU's Office of Research, this position operates with high autonomy to coordinate key stakeholders, including the ISU Idaho Falls Chief Campus Administrator, the ISU Assistant Director and Radiation Safety Officer of CMESIC, and program partners leadership. The role ensures seamless campus operations, directly manages sensitive access control and confidential records, and delivers administrative support across high-profile facilities and multi-institutional partnerships.

This position is not eligible for new visa sponsorship at this time. Candidates who already hold valid U.S. work authorization may be considered.

Key Responsibilities

Campus Support and Administrative Duties (70%)

Directly manage office equipment systems, inventory forecasting, and supply procurement.

Support purchasing, invoicing, and financial reconciliation processes across multiple campus units.

Facilitate classroom and meeting room reservation logistics and space utilization systems.

Facilitate new hire onboarding processes, packet preparation, and administrative integrations.

Deliver advanced backup support for the Student Services Help Desk and support ISU Idaho Falls ADA Testing.

Collaborate with campus leadership to plan, coordinate, and execute strategic events, marketing initiatives, and promotional campaigns.

Gather, synthesize, and compile complex data for strategic campus reports.

Oversee the issuance, authorization, and administrative tracking of campus badges, parking passes, and key access systems.

Manage and curate campus email listservs to ensure targeted, effective communication.

Track, manage, and optimize office assignments, space allocation, and overall facility usage.

Direct cashiering functions, revenue processing, and associated financial tracking for campus services.

Administrative Functions for ISU Idaho Falls CMESIC/University Partnership Building (30%)

Manage training profile databases, ensuring accurate assignment and compliance tracking for facility- and lab-specific safety requirements.

Coordinate and schedule imperative facility and safety walkthroughs in the CMESIC building alongside the Radiation Safety Officer and facility managers.

Oversee access control and multi-institutional credentialing-managing, printing, and tracking specialized CMESIC facility/lab badges, campus proxy cards, and facility credentials.

Directly handle highly sensitive, proprietary, and confidential information regarding ISU and stakeholder operations, campus administration, and student, faculty, and staff records.

Maintain and govern CMESIC listserv communications and official directory distributions.

Provide facilitation support for space optimization, office assignments, conference rooms, and specialized laboratory facility allocations within CMESIC.

Serve as the executive operational point of contact for complex room reservations, auditorium setups, gallery arrangements, and facility logistics.

Act as the primary administrative liaison and operational resource for CMESIC stakeholders, collaborators, and ISU executive leadership.

Lead operational planning, administrative logistics, and seamless execution for high-level facility events and partner visits.

Support procurement workflows for specialized, compliant safety and laboratory supplies.

Maintain confidential electronic record systems and compliance documentation.

Record, transcribe, and distribute high-level executive meeting minutes and action items.

The ability to work a regular schedule consistent with the needs of the university is an essential function of this position.

All other reasonable duties as assigned.

Minimum Qualifications

Good knowledge of:

Office support functions including word processing, filing, composing a variety of business documents and reception.

Researching, compiling, and summarizing data for reports.

Experience:

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.

Specialty Items - Some positions at ISU may require one or more of the following:

Some knowledge of:

Financial record keeping.

Supervisory practices.

Good knowledge of:

Legal terminology.

Investigative procedures.

Experience:

Public Relations.

Using dictation/transcription equipment & taking minutes.

Additional Information

ISU minimum for this classification is $19.01/hour, commensurate with education and experience. To be considered for this opportunity, apply on or before October 14, 2026. Benefits include comprehensive health, dental, and vision; life insurance; disability plan; employee assistance program (EAP); excellent retirement options and company contribution; and generous paid time off/sick leave accrual. All offers of employment are conditional pending the successful completion of a background investigation, provided by HireRight.

Note: Thank you for your interest in positions at Idaho State University. Once you have applied, the most updated information on the status of your application can be found by logging into your profile and reviewing your status. For answers to additional questions, please review our frequently asked questions.

Posting Number: req2828

Type: Working 12 months per year

Position: Classified Staff

Division: Academic Programs - Idaho Falls

Idaho State University is an Equal Employment Opportunity employer, including Veterans and individuals with disabilities.

The State of Idaho is committed to access and reasonable accommodations for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact (208) 334-2263 (TTY/TTD: 711), or email ada.coordinator@dhr.idaho.gov.

Preference may be given to veterans who qualify under state and federal laws and regulations.

_____