Office Services Supervisor 1, Biological Sciences (3110)

Office Services Supervisor 1, Biological Sciences (3110)

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!

To supervise an office support unit; hire, train and evaluate support staff; plan, coordinate, and oversee the day-to-day operations; perform a wide variety of secretarial and / or office administration support functions; perform related 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.

The successful candidate will manage the Department of Biological Sciences, supporting the department chair, faculty, and staff. They will supervise staff, ensure smooth day-to-day operation, and enhance effectiveness of faculty committees (assigned to recruit and train students, enhance scholarly research, and efficiently use our resources). Our department has 29 faculty members, five staff members, 500+ undergraduate majors in seven degree program / concentrations, 50+ graduate students in five degree programs, hundreds of students every semester in support of general education & health professions.

Key Responsibilities :

• Create, process, and submit annual faculty, lecturer, and adjunct personnel recommendation forms and other HR paperwork : Support search committees for all personnel searches and create, organize, and process required paperwork for hiring. Facilitate faculty paperwork for tenure and promotion by creating Box folders following ISU Tenure and Promotion format, provide teaching summaries for annual evaluations.
• Manage day-to-day operations of the department : Supervise office staff. Make recommendations and provide assistance. This includes coordinating and delegating work for office staff and work study. Act as liaison between Chair decisions and staff responsibilities. Approve expenditures and purchases of supplies, equipment and services, including reconciling Pcards and managing department accounts. Assess and troubleshoot maintenance issues and issue work orders with account information when needed. Answer inquiries, research discrepancies and resolve problems. Answer phones, respond to inquiries and handle complaints. Facilitate paperwork for outside professionals to gather and organize required personal information and receipts needed to process Independent Contractor forms and recruitment or promotional forms for payment of services to the department. Maintain anatomical donation files and mail information packets. Answer questions and explain the process to prospective donors or family members of current donors. Handling daily emergencies i.e. flooding, AV equipment malfunction, facilities problems, locked doors, sick calls, cancelled classes, etc.
• Support the Graduate Committee and BioSci Director of Graduate Studies : Schedule, attend and organize information for the Graduate Programs Committee meetings. Perform required work on subsequent decisions of committee, including circulation of information; assemble information for reports, discuss and process any new requirements with department faculty. Create and maintain graduate student files for all graduate students. Retrieve and maintain confidential information about students for faculty. Process forms for graduate students, including qualifying exams, oral and comprehensive exams. Create reports on current graduate students, regarding missing paperwork, student forms, reports, tests, proposals, etc. Access and work with applications in CollegeNet. Send correspondence to graduate students including acceptance letters, lack of letters recommendation or other required documents, and letters of offer. Interact with Graduate Office, Office of Research and Financial Services about all graduate student regulations and procedures regarding stipend monetary matters, registration issues, contract issues. Create and process offer letters and PR's and subsequent acceptance letters to graduate students for Teaching Assistantships, Research Assistantship, and DA Fellowships. Request and maintain confidential records of TA evaluations.

Minimum Qualifications :

Specialty Requirements :

Additional Information :

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 6, 2025. All offers of employment are conditional pending the successful completion of a background investigation, provided by HireRight.

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.