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Administrative Assistant 2, Communication Sciences & Disorders (1275)
Meridian/Boise

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 Administrative Assistant 2 (AA2) provides essential administrative support for the Communication Sciences & Disorders (CSD) Department at Idaho State University (ISU) Meridian. As the primary contact for students, faculty, external partners, and the public, the AA2 requires strong administrative, organizational, and communication skills to facilitate department operations, clinical placements, and student services. This position is crucial for managing relationships with external organizations, including clinical sites, government agencies, healthcare facilities, and professional groups. The AA2 oversees affiliation agreements, student clinical placements, compliance processes, and interactions with external stakeholders while supervising student workers and the Meridian Administrative Assistant 1 to ensure the efficiency of departmental operations. This is a promotional opportunity for current, classified employees of Idaho State University.

Key Responsibilities

1. External Communication & Clinical Placement Coordination (50%)
   • Serve as the main point of contact for external partners, including healthcare organizations, school districts, government agencies, and private clinical sites.
   • Manage departmental emails, websites, and catalog content to ensure accurate and up-to-date information.
   • Coordinate onboarding for student off-campus clinical placements by ensuring compliance with affiliation agreements, immunization requirements, HIPAA training, and background checks.
   • Manage contracts with external organizations, including obtaining legal approvals, tracking renewals, and ensuring compliance with state and federal regulations.
2. Administrative & Program Support (35%)
   • Serve as the primary point of contact for external inquiries, responding to requests from clinical partners, government agencies, and prospective students.
   • Provide face-to-face, phone, Zoom, and email customer service to students, faculty, staff, and external stakeholders.
   • Assist the Meridian CSD Administrators with various administrative tasks.
   • Manage and maintain the CALIPSO clinical tracking software, ensuring the accuracy of student records for graduation and accreditation.
3. Supervision & Leadership (10%)
   • Supervise and mentor the Meridian Administrative Assistant 1 (AA1) and student workers, ensuring efficient delegation of tasks and professional development.
   • Train student workers in office procedures, compliance tracking, and database management to support departmental operations.
   • Oversee data management systems, including student compliance tracking, financial transactions, and departmental reporting.
4. Event & Compliance Coordination (5%)
   • Plan and manage events that include both internal and external stakeholders, such as faculty retreats, graduation celebrations, clinical partnership meetings, accreditation site visits, and professional development workshops.
   • Conduct safety and compliance training for faculty, students, and external clinical supervisors.
   • Ensure adherence to HIPAA, FERPA, and ISU policies, especially concerning student and clinical records.

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

Some knowledge of:

• Financial record keeping.

Good knowledge of:

• Legal terminology.

This is a promotional opportunity for current, classified employees of Idaho State University.

Additional Information
ISU minimum for this classification is $17.85/hour. 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. To be considered for this opportunity, apply on or before April 24, 2025. All offers of employment are conditional pending the successful completion of a background investigation, provided by HireRight.

Posting Number: req2472
Type: Working 12 months per year
Position: Classified Staff
Division: Division of Health Sciences

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.