Administrative Assistant 2, Dental Hygiene (3150)

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, Dental Hygiene (3150)
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!

PLEASE BE AWARE - This is a promotional opportunity for current,
classified employees of Idaho State University only.

Job Description

To perform complex secretarial, office administration, and public relations assignments; perform related work.

This Administrative Assistant 2 will support the daily operations of the Department of Dental Hygiene by coordinating administrative tasks, assisting students and faculty, and ensuring compliance with university procedures. The successful candidate will manage scheduling, admissions and advising support, HR and travel documentation, and departmental records.

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

1. Communicates in a professional manner in response to inquires in person, on the telephone, or electronically and relays messages.
2. Provides administrative support to the Department Chair, Associate Chair, and assists in managing chairperson’s time.
3. Maintain office efficiency and organization.
4. Utilizes office software programs to create and/or process various documents and forms as needed or requested such as Adobe, Excel spreadsheets, Google Docs, Google Forms, Qualtrics, etc.
5. Receives, reviews, and distributes department, faculty and staff mail.
6. Provide support to other faculty members and complete assignments as requested.
7. Assists with department special projects as required by Department Chair.
8. General supervision of work-study students and temporary clerical employees to promote office coordination.
9. Manages and tracks time checks for all faculty, staff, temporary employees, and work-study students.
10. Completes and tracks employment contracts and personnel recommendations for all department employees.
11. Compiles and assists with statistics and information for the chair and other faculty as needed for various reports or surveys (e.g. DHS Annual Report, Accreditation, etc.)
12. Assists with travel arrangements and meetings for faculty and committees; i.e., meeting room reservations, luncheons, hotel, rental car, and airline.
13. Serves as Travel Delegate and manages all department travel authorizations and reimbursements for faculty, staff and committee members.
14. Maintains files of alumni or other financial donors and prepares department acknowledgment for the donors for the department chair.
15. Manages the department course scheduling process in collaboration with the chair, graduate program director and AA1, and Office of the Registrar.
16. Oversee the semester course book ordering process for the graduate and undergraduate programs.
17. Assists in organizing the department Advisory Committee meetings correspondence related to meetings, travel authorizations, minutes and maintenance of related documents.
18. Maintains and updates general department, faculty, staff and alumni files.
19. Orders office supplies and keeps an inventory of purchases.

Undergraduate Program Key Responsibilities

1. Complete course requests for assigned faculty members.
2. Performs initial student advising contact by telephone or Zoom and electronically and manages student/faculty advising appointments and follow-up correspondence.
3. Manage the department website in conjunction with the ISU web manager.
4. Maintains e-mail from DENT INFO and manages follow-up correspondence with individuals who access information.
5. Maintains and updates pre-dental hygiene advising files and current student files.
5. Manages student data and correspondence related to admissions, meetings, and faculty/student matters and maintains admission information.
7. Manage program promotional materials (advising materials, brochures, etc).
8. Manage the Student Resource area in Canvas in collaboration with the clinic coordinators, Chair and other faculty.
9. Assist with the program and student outcomes assessment process.

Minimum Qualifications

ISU minimum for this classification is $19.01/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 November 20, 2025. 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: req2638
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.

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