Management Assistant, Innovation Hub (2925)

Management Assistant, Innovation Hub (2925)

Pocatello - Main

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

Performs a variety of administrative duties that enables management or administrators to function more effectively; or primary focus is on administering a program; performs related work.

The Management Assistant provides comprehensive administrative, operational, and coordination support for the Idaho State University Innovation Hub. The position serves as the central administrative resource for the Innovation Hub and supports the Hub Director/Executive Director, professional staff, functional centers, projects, training activities, events, and institutional initiatives. Because the Innovation Hub supports work across organizational and divisional boundaries, the Management Assistant regularly coordinates with university leadership, faculty, staff, project sponsors, project teams, subject matter experts, administrative offices, and external partners. The position is responsible for creating and maintaining the administrative infrastructure necessary to support a growing portfolio of institutional work, including scheduling, meeting coordination, project administration, records and document management, operational tracking, purchasing and travel support, event and training logistics, communications support, and routine Innovation Hub operations. The Management Assistant increases organizational capacity by centralizing administrative and coordination responsibilities that would otherwise be performed by specialized professional staff, allowing those employees to focus their time on project management, systems and process improvement, workplace training, change leadership, and other specialized institutional work. 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

Executive and Innovation Hub Administrative Support

-Provide comprehensive administrative support to the Innovation Hub Director/Executive Director.

-Manage scheduling, calendars, appointments, and meeting logistics involving university leaders, project sponsors, project teams, staff, and external partners.

-Coordinate complex meetings involving participants from multiple university units.

-Prepare and organize agendas, meeting materials, presentations, correspondence, briefing documents, and supporting information.

-Track follow-up items and assist with administrative coordination following meetings.

-Coordinate travel arrangements and related documentation.

-Maintain contact lists, shared calendars, distribution groups, and administrative resources.

-Serve as a central administrative contact for the Innovation Hub.

-Respond to routine inquiries and route requests to appropriate Hub staff or resources.

-Exercise discretion when handling sensitive personnel, project, organizational, and institutional information.

Project and Portfolio Administration

-Provide administrative coordination for Innovation Hub projects and the overall project portfolio.

-Support the centralized project-intake process and maintain accurate intake and project records.

-Establish and maintain project folders, records, rosters, documentation, meeting schedules, and collaboration spaces.

-Schedule project discovery sessions, work-group meetings, sponsor meetings, workshops, and other project activities.

-Maintain project trackers and administrative project-management systems.

-Assist with updating project status information and portfolio data.

-Track routine deadlines, assigned follow-up items, decisions, approvals, and required documentation.

-Prepare and distribute project materials.

-Support collection of status information from project teams.

-Assist with preparation of routine portfolio reports and meeting materials.

-Support project closeout, archiving, records retention, and transfer of final documentation.

Innovation Hub Operations

-Coordinate day-to-day administrative operations of the Innovation Hub.

-Maintain shared files, document repositories, collaboration spaces, templates, forms, and administrative systems.

-Support SharePoint, Google Workspace, Microsoft 365, and other administrative collaboration environments used by the Hub.

-Develop and maintain routine administrative procedures, guides, checklists, and documentation.

-Coordinate office supplies, equipment, workspace, and other operational needs.

-Support employee recruitment, interview scheduling, onboarding, and offboarding logistics.

-Maintain appropriate personnel and administrative records.

-Coordinate routine purchasing, invoices, procurement documentation, memberships, subscriptions, and service needs.

-Assist with tracking Hub operational expenditures and maintaining related administrative records.

-Coordinate with Finance, Human Resources, Purchasing, IT, Facilities, and other university service areas as necessary to support Hub operations.

Training, Workshops, Events, and Engagement

-Provide administrative and logistical support for Innovation Hub training programs, workshops, facilitation sessions, meetings, open houses, and campus engagement activities.

-Coordinate rooms, virtual meeting environments, technology, supplies, materials, catering, registration, and participant communications.

-Support the Faculty & Staff Workplace Training Center with scheduling and training administration.

-Maintain participant lists, attendance information, training materials, evaluation records, and related documentation as appropriate.

-Assist subject matter experts and facilitators with logistics and materials.

-Coordinate distribution and collection of workshop, training, and engagement materials.

-Support Innovation Hub events across university locations as needed.

Communications, Records, and Documentation

-Draft and distribute routine administrative communications.

-Format, proofread, and prepare reports, presentations, correspondence, agendas, project documents, and other materials.

-Maintain organized electronic records consistent with university requirements and Innovation Hub documentation practices.

-Assist with routine updates to Innovation Hub websites, SharePoint sites, forms, or internal resources.

-Maintain document versioning and organized final records.

-Support collection and organization of materials needed for executive reporting, governance meetings, project reviews, and institutional communications.

Minimum Qualifications

Experience:

-Interpreting and applying regulations or policies and procedures

-Planning, organizing, implementing, and evaluating special projects

-Independently researching, compiling, developing and summarizing material for reports on a frequent or recurring basis

-Analyzing information, identifying problems, defining alternatives and developing recommendations for management/administrators

Specialty Items

Some knowledge of:

-Management practices.

-Financial record keeping methods.

Experience:

-Coordinating events.

-Communicating and interacting with the public and public officials such as agency heads and the Legislature.

Additional Information

ISU minimum for this classification is $21.25/hour, commensurate with education and experience. To be considered for this opportunity, apply on or before September 27, 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.