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Employment Type:
Full time
Job Category:
Staff Assistant Senior - Requisition ID: N1800792
(This job is no longer available)
Utah State University | Logan, UT
Grad Date

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Job Description

Requisition ID: N1800792

Staff Assistant Senior 

The Office of the Executive Vice President and Provost seeks an experienced career administrative professional to work as a senior staff assistant in a team-based office environment. This individual will provide administrative support to the assistant provost, support daily office-wide operations, and assist the Executive Vice President and Provost and other administrators on special projects. 6 years of experience or educational equivalent required.

Job Description:

  1. Administrative Support: Calendaring; travel; committee support and meeting minutes; and project support (15%)
  2. Faculty Status Tracking: Faculty Searches and Appointments; Emeritus; Sabbaticals; Faculty Terminations (45%)
  3. Faculty Workshops and Events: Tenure Academy; Teaching Portfolio Workshop; New Faculty Orientation (10%)
  4. Various other Event Planning: meetings, workshops and receptions – planning and facilitation (10%)
  5. Website management and content updates (5%)
  6. Special projects for provost and vice provosts – research/data/spreadsheets/charts (10%)
  7. Misc. office support: Customer relations; filing; mail distribution; order office supplies; and other duties as assigned (5%)


  1. Provide administrative support to the assistant provost, which includes: scheduling appointments, travel, meeting preparation and minutes for committees such as the USU Space Management Committee and the USU Calendar Committee; project support; and other duties as needed.
  2. Create, track, and maintain faculty files; track faculty searches and appointments; enter faculty new-hire information and update status in Banner; reconcile annual national faculty data report by coordinating with the USU Office of Analysis, Assessment and Accreditation; maintain list of ombudspersons.
  3. Receive, review, process, and track sabbatical requests; create and send approval letters once approved by administrator; receive and log faculty sabbatical reports; coordinate benefit and pay changes with academic units and Human Resources; update Banner status.
  4. Receive, review, process, and track Emeritus status requests; create and send approval letters; update Banner; coordinate emeritus benefits with other campus offices.
  5. Lead and/or assist with event and meeting planning, which includes securing venues, catering, invitations and facilitating at the event that may require early, late or weekend work hours for events such as the USU Tenure Academy, Teaching Portfolio Workshop, New Faculty Orientation, Promotion and Tenure reception, and Welcome Reception for new faculty.
  6. Work with office staff and the University webmaster to update and maintain websites for the Office of the Provost.
  7. Assist in the research and preparation of complex documents that include data, PDFs, charts, graphs, and PowerPoints.
  8. Maintain office supplies inventory and ordering, filing, phone support, incoming and outgoing mail distribution, and other duties as assigned.


Minimum Qualifications:

  1. Six years of administrative assistant or office-related experience; OR a certificate of completion of Business Administrative Support program plus five years of experience; OR an Associate's degree plus five years of experience; OR a Bachelor’s degree plus four years of experience.
  2. Strong computer skills, including proficiency in Microsoft Office (Word, Excel, Outlook and PowerPoint) or related software, webpage maintenance, and databases.
  3. Project management skills and ability to meet deadlines, as well as the ability to keep administrators on task with their meeting preparations and project deadlines.
  4. Ability to work effectively in a customer-service-based demanding office, and to manage multiple tasks in a timely, effective and detail oriented manner.
  5. Effective organization and problem-solving skills, with the ability to work independently with limited supervision.
  6. Ability to maintain a high degree of confidentiality, sensitivity and discretion.
  7. Ability to effectively interact and work collaboratively with office personnel in a team environment to meet deadlines and prioritize workload appropriately, as well as the willingness to adjust responsibilities as needed.
  8. Good understanding of the English language, including spelling, grammar and letter writing; and excellent proofreading skills.
  9. Excellent interpersonal and proven customer service skills with the ability to communicate in a professional manner with the University community, senior members of administration, and University guests.
  10. Ability to maintain a positive attitude and high level of professionalism.
  11. Willingness to work some early morning, late or weekend hours for special events or projects.

Preferred Qualifications:

  1. Experience with Adobe DreamWeaver, Qualtrics and Curriculog.
  2. Knowledge of USU's Banner HR and Workflow, EZ Buy, ServiceNow, and  Argos systems.
  3. Knowledge of Utah State University Policies.
  4. Core Characteristics:

As representatives of Utah State University and primary contributors to its mission, all employees are expected to demonstrate the following characteristics:=

  1. Take initiative
  2. Maintain confidentiality
  3. Be accountable
  4. Behave ethically
  5. Be honest and trustworthy
  6. Demonstrate a strong work ethic
  7. Be inquisitive
  8. Be detail oriented
  9. Be self-motivated
  10. Efficiently manage multiple tasks
  11. Be a team player
  12. Be committed to improving USU


Equal Employment Opportunity Employer/Veterans/Disabled

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