Administrative Assistant II, General Education at InsideHigherEd

Job Summary

The Administrative Assistant plays a pivotal role in supporting the daily operations of Academic Affairs, with direct support to the administration and faculty of the General Education Division. This position requires a highly organized, detail-oriented professional who thrives in a fast-paced environment and can manage multiple priorities with efficiency and discretion. This position reports to the Executive Assistant to the Vice President of Academic and Student Affairs.

As the first point of contact at the front desk, this role provides a welcoming presence for students, faculty, staff, and visitors, ensuring a positive and student-centered experience. Key responsibilities include maintaining accurate records, taking and distributing meeting minutes, coordinating events and meetings, and facilitating smooth communication across departments.

Success in this role depends on a proactive mindset, strong initiative, and the ability to leverage technology to streamline administrative processes. The ideal candidate is tech-savvy, resourceful, and committed to fostering a collaborative, well-organized, and service-oriented academic environment.

What We Offer
At the College of Eastern Idaho, we're dedicated to providing open access to affordable, high-quality education that meets the needs of our students, regional employers, and the community. To support our dedicated faculty and staff, we offer a comprehensive benefits package for qualifying employees:

Affordable Health Plans: With three medical plan options, you can select healthcare coverage that best meets your needs. See rates here.

Supporting Work-Life Balance: Earn sick leave with no accrual limit starting day one. Staff accrue vacation leave starting at 15 days a year with a tiered system (Faculty excluded from vacation leave).

Retirement Savings: Faculty and exempt staff are enrolled in the Fidelity 401 (a)plan. Non-exempt or vested employees are enrolled in the PERSI base plan. View contribution rates here.

Life Insurance: no-cost coverage for you and your dependents with the option to add more.

Educational Savings: Significant tuition fee discounts for qualifying employees and their dependents.

Exclusive Discounts: Enjoy local discounts on cell plans, movie tickets, gyms, and more.

We value your contributions and are committed to your well-being and success. Visit our Benefits Guide for more information: Benefits Guide Typical Job Functions

Serve as the primary front desk contact, greeting and assisting students, faculty, staff, and visitors with professionalism and warmthProvide direct administrative support to the administration and faculty of the General Education DivisionCoordinate calendars, schedule meetings, reserve locations, and assist with event planning and logisticsRecord, prepare, and distribute meeting minutes with accuracy and attention to detailMaintain organized and confidential records using cloud-based technology and digital filing systemsRespond to phone, email, and in-person inquiries in a timely and respectful mannerAssist with course schedule planning and related academic operationsPrepare and process purchase orders, invoices, expense reports, and other financial documentationMonitor departmental budgets and support basic bookkeeping tasksCompile and analyze data from various sources to prepare reports and summariesCollaborate with internal departments and external partners to support academic initiativesEnsure compliance with institutional policies, procedures, and applicable regulationsSupport faculty and staff with administrative tasks and resource coordinationUphold confidentiality and security of sensitive information and student dataTake initiative to improve workflows, streamline processes, and enhance service deliveryPerform other duties as assigned to support the mission and operations of the collegeMinimum Qualifications

Extensive experience with Microsoft Office Suite

Strong interpersonal and communication skills

Knowledge of office support functions including word processing

Ability to gather and compile data

Knowledge of cloud-based technology

Ability to multi-task on complex projects

Ability to facilitate collaboration and communication among diverse groups; exercising discretion with respect to confidential employee relations and documentation

Exceptional planning and organizational skills

Ability to handle sensitive issues and maintain confidentiality

Ability to take initiative and ownership of projects

Ability to adapt to changing priorities and meet deadlines

Incumbent must reside in Idaho (CEI does not currently sponsor H-1B visas)

Additional Desired Qualifications

Prior experience in higher education administration

Professional training in Office Management & Technologies

Associate Degree or higher in Office Technologies/Management or similar field

Bilingual (Spanish)

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Physical Demands and Work Environment
Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions.

Onsite work is essential and regular predictable attendance is required. Employees may be required to work at occasional events and handle tasks outside of regular working hours.

Background Investigations:
Employment at College of Eastern Idaho will be contingent upon the successful completion of a criminal background investigation and may require a credit and/or motor vehicle background investigation depending on the position. Please refer to Policy 225: Background Checks.

EOE/ADA- Hiring is done without regard to race, color, religion, national origin, sex, age, or disability. In addition, preference may be given to qualified veterans under state and federal laws and regulations.

Link to Annual Security Report for CEI: https://www.cei.edu/students-right-know