Administrative Assistant

at  Utah State University

Overview:
The Office of the Provost and Chief Academic Officer is looking for an experienced administrative professional to join our team as an Administrative Assistant in a dynamic, collaborative office environment. As an administrative assistant, you will utilize your exceptional organizational and communication skills to provide administrative support performing work that is critical to advancing academic excellence at Utah State University. You will be an adaptable team player who can manage several tasks and projects independently. The office works collectively to cultivate diversity of thought and culture and a sense of community and inclusion for all at USU. The breadth of work performed in this office offers personal and professional growth opportunities.

Responsibilities:

• Administrative Support to Vice Provosts: Schedule and organize meetings; accurately maintain calendars; arrange travel; facilitate committee meetings and prepare meeting agendas and minutes; support special projects; and collaborate with other university administrators and offices.
• Event Planning and Facilitation: Planning, securing venues, catering, invitations and on-site facilitation at various events. This may occasionally require early or late work hours.
• Research, Documentation and Tracking: Assist in the research and preparation of complex documents including PDFs, spreadsheets, charts, graphs and PowerPoints, as well as program tracking software such as Curriculog and ServiceNow.
• Office Support: Serves as primary point of direct contact and liaison with other USU offices, students, and visitors; screens inquiries and requests; keeps accurate files and records; and performs special projects. May supervise student workers as needed.

Qualifications:

MINIMUM QUALIFICATIONS:

• Six years of administrative assistant or office-related experience or an equivalent combination of post-secondary education plus experience.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Strong computer skills in Microsoft Office (Word, Excel, Outlook and PowerPoint), and databases.
• Project management skills and ability to meet deadlines.
• Ability to work effectively in a customer-service-based office, and to manage multiple tasks in a timely, efficient and detail-oriented manner.
• Ability to work independently and with limited supervision.
• Ability to maintain a high degree of confidentiality, sensitivity and discretion.
• Ability to meet deadlines and prioritize workload appropriately, as well as the willingness to adjust responsibilities as needed.
• Excellent spelling, grammar, letter-writing and proofreading skills.
• Excellent interpersonal and proven customer service skills with the ability to communicate in a professional manner.
• Ability to maintain a positive attitude and high level of professionalism.
• Willingness to occasionally work some early morning, late or weekend hours for special events or projects.

FUNDAMENTAL STRENGTHS:

• Communicating: Communicates effectively both verbally and in writing.
• Problem solving: Analyzes information and evaluates results to select the best solution and solve problems.
• Monitoring: Measures performance of self; makes improvements.
• Critical Thinking: Comes to well-reasoned conclusions, solutions, and approaches to problems.
• Team Building: Works to contribute to a team-based environment. Consistently demonstrates cooperative behavior with colleagues, supervisors, and customers.
• Active Listening: Gives full attention when others are speaking; listens to understand, asks questions as appropriate.
• Service Orientation: Actively seeks opportunities to help others.
• Conflict Resolution: Acts professionally when encountering customers who, at times, may be frustrated or difficult.
  Required Documents:

Along with the online application, please attach:

• Resume/CV to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”
• Cover letter to be typed/pasted at the end of your application

Please do not attach cover letter in the Candidate Profile; you will be instructed to copy and paste this later on in the application.
Document size may not exceed 10 MB.
Advertised Salary: Minimum of $47,000; Commensurate with experience, plus excellent benefits ADA:
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. The employee is frequently required to reach with hands and arms and may lift and/or move up to ten pounds.
College/Department Highlights:
https://www.usu.edu/provost/
University Highlights:
Founded in 1888, Utah State University is Utah’s premier land-grant, public service university, with a strong commitment to excellence, access, and inclusion, empowering people to lead successful lives of involvement, innovation, and impact. Utah State provides high-quality education to 27,500-plus students locations throughout the state, including at three residential campuses, eight statewide campuses, and 23 education centers. USU Online educates students from all 50 states and 55 countries. For over 25 years, USU Extension has served and engaged Utahns in all of Utah’s counties. As an R1 research institution, Utah State is dedicated to advancing knowledge through research and scholarly activities, providing a high-quality undergraduate and graduate education at an affordable price.
Utah State is committed to cultivating a community of inclusive excellence where all perspectives, values, cultures, and identities are acknowledged, welcomed, and valued. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Forbes recognized our commitment to employees when they named Utah State the best employer in Utah in 2023. Learn more about USU.
The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and reasonable accommodations for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university’s ADA Coordinator in the Office of Human Resources at (435) 797-0122 or hr@usu.edu.

• Administrative Support to Vice Provosts: Schedule and organize meetings; accurately maintain calendars; arrange travel; facilitate committee meetings and prepare meeting agendas and minutes; support special projects; and collaborate with other university administrators and offices.
• Event Planning and Facilitation: Planning, securing venues, catering, invitations and on-site facilitation at various events. This may occasionally require early or late work hours.
• Research, Documentation and Tracking: Assist in the research and preparation of complex documents including PDFs, spreadsheets, charts, graphs and PowerPoints, as well as program tracking software such as Curriculog and ServiceNow.
• Office Support: Serves as primary point of direct contact and liaison with other USU offices, students, and visitors; screens inquiries and requests; keeps accurate files and records; and performs special projects. May supervise student workers as needed