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Human Resources and Administrative Specialist

Boise State University
Boise, ID
Closing date
Jun 27, 2021

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Administrative Jobs
Institutional & Business Affairs, Clerical & Administrative Support, Human Resources & Employee Development
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Job Details

Posting Code: 3113660
Work type: Classified
Location: Boise, ID
Categories: Administration and Business Operations, Human Resources, Event Support

About Us:

Boise State University, powered by creativity and innovation, stands uniquely positioned in the Northwest as a metropolitan research university of distinction. Learn more about Boise State and the City of Boise at Boise State University is committed to increasing the diversity of its faculty, staff, students, and academic program offerings and to strengthening sensitivity to diversity throughout the institution. Boise State University is an affirmative action/equal opportunity employer, and members of historically underrepresented groups are especially encouraged to apply. We are a welcoming campus that supports diversity and inclusion.

Job Summary/Basic Function:

To perform specialized human resource and administrative support tasks to maintain professional human resource functions; perform related work.

Department Overview:

o ExtraMile Arena Mission – Bringing world-class creativity, competition and celebration to life
o ExtraMile Arena Vision – ExtraMile Arena aspires to be an iconic venue thriving in the heart of the vibrant Boise metropolitan area. Operated by passionate venue professionals guided by a principled compass of safety, servant leadership, respectful relationships and indomitable spirit, ExtraMile Arena will be renowned for world class event experiences.
o ExtraMile Arena Values:
 Safety
 Servant Leadership
 Respectful Relationships
 Indomitable Spirit
 Entrepreneurialism
 Stewardship
 Service Excellence
 Mutually Successful Outcomes

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 or specialization or responsibility with minimal supervision.

Essential Functions:

60% of Time the Human Resource Associate must:
● Performs a variety of administrative support activities that are integral to the State's Human Resource information processing such as maintaining employee record systems, responding to requests for information, orienting new employees, reviewing personnel actions for compliance with federal, state and agency rules, policies and procedures, and preparing and submitting personnel, payroll and benefits documents.
● Provides assistance to human resource or management staff. Recruitment responsibilities may include composing recruitment announcements and advertisements, creating, modifying and implementing recruitment plans including working with agency human resource or management staff to review applicant information, explain application and hiring processes and supporting managers regarding recruitment and selection practices
● Training activities may include researching, coordinating and participating in training.
● Employee relations activities could include recommending changes to human resource policies, and assisting in the problem-solving process.
● May conduct preliminary classification work including collecting job analysis data, recommending revisions to existing class specifications and evaluation mechanisms, and compiling compensation data
● May lead or supervise support staff.

Human Resources Management
• Manage and administer all hiring processes from creation to completion for classified, professional, temporary, volunteer and student positions.
• Lead the creation and execution of onboarding process for new employees, including University paperwork and processes, University wide required trainings, Arena wide trainings, and Arena development
• Creatively develop new recruitment and staffing strategies
• Oversee the offering process and collect required documentation and paperwork for hiring (i.e. application materials, degree verification, reference check summaries, creation of offer letters and moving policy letters)
• Coordinate on-campus interviews for candidates. This includes: approving expenditures related to recruitment, interviewing as arranged by search committee chairs, itinerary approvals, purchasing travel for candidates and arrangement of phone interviews and campus visits
• Ensure new hires complete proper paperwork, including benefit paperwork, in a timely manner
• Manage day-to-day operations of HCM
• Process all EAFs for new and existing department part-time hires
• Complete requests for all background checks
• Educate new employees on the University Moving Expense policy. Maintain good relationship with relocation office to be efficient with new information
• Administer email and phone access requests to new and existing employees
• Coordinate the new-hire credential process
• Organize and keep up to date records on all employees, including emergency contact list
• Create and maintain an employee handbook
• Responsible for keeping ExtraMile Arena org chart and department staff contact list current
• Ensure that all employee evaluations are completed on a yearly basis
• Monitor and confirm that all University required training are completed on a yearly basis
• Familiarity with the Arena’s schedule software platform, WhenToWork
• Maintain strong relationships with and act as the liaison for the Arena with University HR
• Work with University HR to stay current on new processes and procedures, and participate as necessary in relevant trainings, focus groups, etc.
• Coordinate with University HR to resolve issues related to health, insurance, savings, pension or other benefits
• Maintain employee confidence and protect HR operations by keeping information confidential
Front Office Administration Management and Receptionist Responsibilities
• Maintain an open and inviting front office environment, including the conference room.
• Keep tables clutter free, maintain supplies and the cleanliness of the office and supply cabinets
• Distribute daily mail and complete any shipping requests
• Manage front office equipment and functionality
• May be required to cover the front desk during an event. In your absence, oversee and schedule front desk part-time employee coverage.
• Provide general information and route visitors appropriately
• Oversee visitor credentials and parking passes
• Run general campus errands including ticket deliveries, contract deliveries, credential pick-ups, etc.
• Understand location of staff throughout the day (who is in/out, etc.) in order to properly route radio calls or visitors to the appropriate department or person
• Special projects as assigned
Accounting and Payroll Processing
• Provide support and backup to the Business Director and Sr. Accountant for a variety of accounting and payroll functions (i.e. processing time and payroll, p-cards, invoicing tenant rent, etc.)
• Complete travel authorization requests and expense reimbursements
• Maintain familiarity with University purchasing processes
• As needed, log checks, scan and file invoices, and assist with completing department deposits
• Participate in the Arena’s Diversity, Equity and Inclusion (DEI) working group
• Participate in Arena Event Management Meetings
• Takes leadership and maintains flexibility in working with other staff members, employees, clients and University partners
• Maintain compliance with Arena standards, values and missions.

Knowledge, Skills, Abilities:

● Ability to communicate effectively in writing and orally to convey information effectively
● Knowledge of principles and processes for providing customer and personal services
● Knowledge of administrative and clerical procedures and systems

Minimum Qualifications:

Some knowledge of: human resource management concepts.

Good knowledge of: administrative support functions including organization skills, composing business documents, compiling and summarizing data, and customer service.

Experience: interpreting and applying employment laws, rules, regulations and policies.

Salary and Benefits:

Salary commensurate with experience. 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

Required Application Materials:

Resume and Cover Letter

Advertised: June 10, 2021 Mountain Daylight Time
Applications close: June 27, 2021 11:55 PM Mountain Daylight Time


Working at Boise State University

Boise State University has been named one of the most innovative national universities in the country by U.S. News and World Report. Our university is designated a doctoral research institution with “high research activity” by the Carnegie Classification of Institution of Higher Education. We are home to more than 25,000 students from every state and more than 60 foreign countries.

Points of Pride:

Boise State University’s College of Education is among the top 30 public universities on the U.S. News and World Report 2020 best graduate schools list. The college has climbed in rankings every year for the last six years and offers two doctoral programs, two educational specialist degrees, 14 master’s degrees and 13 graduate certificate programs training Idaho’s future teachers and educational leaders.


Boise State’s College of Business and Economics ranked 127 out of 220 national institutions for its part-time MBA program, jumping more than 40 rankings from its previous year’s ranking of 168.


Boise State University’s College of Engineering has been recognized for its dedication to promoting diversity and awarded the Bronze Award for the 2019 ASEE Diversity Recognition Program by the American Society for Engineering Education (ASEE). The


Bronze Award is the highest level that was conferred during 2019 and distinguishes colleges who are among the nation’s leaders in inclusive excellence.


Boise State University School of the Arts will offer two new degrees in creative writing — a bachelor of arts and bachelor of fine arts — as well as a bachelor of fine arts in narrative arts beginning in fall 2018. Students at Boise State also now will be able to minor in creative writing.


Boise State students can choose from more than 200 areas of study in seven academic colleges – including the nation’s only master’s degree in raptor biology.


We’ve become Idaho’s largest graduate school through record-setting growth. A recent study showed that Boise State is one of just three universities in the nation that have ranked in the top 5 percent of graduate school growth in both of the past two decades.


Expenditures for research projects at Boise State University reached an all-time high of more than $41 million in fiscal year 2018 – an 18 percent increase over the previous year and impressive 64 percent increase since fiscal year 2014, according to data tracked by the National Science Foundation’s (NSF) Higher Education Research and Development survey.

About Our Community:

Boise State, Idaho’s largest public university, drove $667.2 million of the state’s economy in fiscal year 2015 and created 6,987 jobs across the state.  Our campus is located in one of the fastest growing high-tech cities in the nation and home to several corporate headquarters, state and federal offices, medical centers and media outlets. The city has garnered national recognition from U.S. News & World Report, Forbes and Inc. for being a great place to live, work and study, and has been dubbed one of the hottest cities for entrepreneurs. With stats like these, it’s easy to see why more than 46,000 graduates have chosen to live in the Treasure Valley after earning their degree from Boise State.

See Diversity Profile here

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