Administrative Assistant 2, University Advancement (1115)

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, University Advancement (1115)

Pocatello - Main

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 ISU Foundation serves as the fundraising and advancement partner of Idaho State University, securing and stewarding private support that strengthens the University's mission and impact. The Foundation is committed to fostering a culture defined by empowerment, appreciation, engagement, and accountability, cornerstones that guide how we work, collaborate, and celebrate success. Our team values trust and shared purpose as we build a strategic and sustainable advancement organization. Together, we cultivate relationships that connect donors, alumni, and partners to the transformative work taking place across the University. Idaho State University and the ISU Foundation are actively preparing to launch a historic and ambitious comprehensive fundraising campaign.

The successful candidate provides high-level support to the Division of University Advancement. The position coordinates and supports ISU fundraising and engagement initiatives, including administrative support for donor cultivation, alumni engagement, Advancement division operations, donor stewardship, event logistics, and board meeting management and operations. The successful candidate will be responsible for a wide range of administrative and executive support tasks, interacting with staff at all levels throughout the Division and University. This is a fast-paced environment where a high level of organization, flexibility, resourcefulness, customer service, attention to detail, and professionalism is required. Daily work activities require strong written and verbal communication skills, as well as the ability to multitask. This position will report to the Executive Assistant.

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

Serve as the first point of in-person contact at the ICCU Bengal Alumni Center by managing front desk reception, answering the main phone line, assisting with visitor requests, and receiving in-person donations.

Provide comprehensive administrative support to the senior leadership team and division, including managing calendars, coordinating travel and scheduling, assisting with purchasing and budget tracking, processing EPAFs, making copies, collecting and logging mail, supporting daily Foundation gift processing tasks, ordering office supplies, data entry, and performing general office duties.

Serve as a departmental P-card holder and create requisitions for office purchasing; reconcile purchases and submit documentation per university policy.

Assist with alumni and donor outreach, outreach materials inventory, and support for various division-wide projects as needed.

Collaborate with Division staff and internal and external partners to arrange meetings and events, develop itineraries and agendas, help create lists for alumni and donor communications, and schedule meeting accommodations.

Support development operations, including assisting with donor briefs and data entry between development officers and the donor database.

Coordinates meetings and appointments with internal and external partners, alumni, donors, and prospective donors.

Maintain the accuracy and confidentiality of database records for donor and alumni program data to ensure timely information (i.e., volunteer participation, advisory board rosters, prospect management, etc.).

Provide support for advancement events, including registration, setup, logistics, attendee communication, day-of needs, and entry of engagement data from alumni and donor activities.

Assist with budget tracking and financial management, and regularly use the Foundation alumni and donor database to generate reports, spreadsheets, and correspondence.

Provides elevated administrative support for ISU Alumni Board activities, including but not limited to: scheduling board and committee meetings, assisting with fulfilling requests from board volunteers, staffing board meetings, organizing all meeting logistics, catering, and providing support to leadership for ongoing board management.

May be asked to work after hours and/or on weekends for meetings and event-related functions periodically.

Other 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 June 4, 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: req2735

Type: Working 12 months per year

Position: Classified Staff

Division: University Advancement

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 ... (TTY/TTD: 711), or email ....

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

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