Experience:
Not specified
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Employment Type:
Full time
Posted:
2/11/2018
Job Category:
Administration
Assistant to an Executive Senior - Requisition: E1800591
Utah State University | Logan, Utah
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Job Description

Title: Assistant to an Executive Senior

Requisition: E1800591

Open Date: 01/18/2018

Review Date: 02/17/2018

Job Category: Exempt

Department: Provost

College/Unit: Provost

Location: Logan Campus

Posting Duration: Open Until Filled

Position Summary:

The Office of the Executive Vice President and Provost seeks an experienced career administrative professional to work as an executive assistant in a team-based office environment. This individual will provide administrative support to the Executive Vice President and Provost and supervise other staff assistants in the office to facilitate daily office-wide operations and ensure a professional atmosphere.  This exempt position is available immediately upon the selection of a successful candidate.

 

Responsibilities:

  • Provides administrative support to the Executive Vice President and Provost: schedule appointments; calendar management; travel arrangements, meeting preparation and minutes; compose correspondence and reports; and other duties as requested.
  • Serves as liaison between the Provost’s Office and deans, vice presidents, the USU President’s Office and other departments and constituencies in the resolution of matters concerning the activities and operations of the office.
  • Provides supervision for office staff: help direct day-to-day office responsibilities and work assignments; leads weekly staff meetings; ensures a cohesive and fair work environment; assists with the hiring/firing of staff and conducts annual performance appraisals.
  • Assists the Provost and Central Committee during the Promotion and Tenure review process: tracks faculty tenure and promotion process; facilitates dossier training for faculty; schedules committee meetings; prepares documentation for committee review; prepares recommendations for Board of Trustees’ approval; plans and facilitates congratulatory reception.
  • Plans and facilitates annual series of Inaugural Lectures for faculty who have achieved highest rank: coordinates schedule; prepares and sends invitations; works with USU Catering, Information Technology and faculty member to ensure event is well organized and successful; coordinates with public relations and marketing for news articles.
  • Assists with administrative searches: assists vice provost/search manager in coordinating search and screening committee responsibilities; facilitates extensive interview planning that may include both out-of-town and campus interviews, including itinerary and travel planning.
  • Serves as search chair for staff assistant positions in the Provost’s Office as well as for direct reporting units: prepares position announcements; facilitates applicant review, testing and interviews; provides committee’s recommendations to administrators for final hiring decisions.
  • Assists with event and meeting planning: venue selection; catering coordination; invitations; and event facilitation.
  • Conducts general office duties: phone and email correspondence; customer relations; commencement participation; marketing liaison; research and preparation of complex documents that include PDFs, charts, graphs, and PowerPoints; web content updates; filing; answering phones; other general duties as assigned.

Qualifications:

Required Qualifications:

  • Ten years of administrative assistant or office-related experience; or a certificate of completion of a related technical/vocational training plus eight years of experience; OR an associate degree plus eight years of experience; or a Bachelor’s degree plus six years of experience.
  • Strong computer skills, including proficiency in Microsoft Office - Word, Excel, Outlook and PowerPoint – or similar programs.
  • 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.
  • Ability to work effectively in a customer-service-based demanding office, and to manage multiple tasks in a timely, effective and detail oriented manner.
  • Effective organization and problem-solving skills, with the ability to work independently with limited supervision and to make decisions affecting the department.
  • Ability to maintain a high degree of confidentiality, sensitivity and discretion.
  • Ability to effectively interact and work collaboratively with office personnel in a team environment to meet office deadlines and prioritize workload appropriately.
  • Willingness to adjust responsibilities if needed for the benefit of the office.
  • Good understanding of the English language, including spelling, grammar and letter writing; and excellent proofreading skills.
  • Detail oriented in own work as well as in reviewing work of others.
  • 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.
  • Ability to maintain a positive attitude and high level of professionalism.
  • Ability to provide leadership, train others, and delegate workloads.
  • Willingness to work some early morning, late or weekend hours for special events.

Preferred Qualifications:

  • Bachelor’s Degree in Business Administration, Management, or related field
  • Previous supervisory experience
  • Experience with Adobe DreamWeaver, Qualtrics, Box, and DocuSign
  • Knowledge of Utah State University policies
  • Knowledge of USU's Banner HR, Workflow, EZ Buy, HireTouch, and ServiceNow system

Core Characteristics

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

  • Take initiative
  • Maintain confidentiality
  • Be accountable
  • Behave ethically
  • Be honest and trustworthy
  • Demonstrate a strong work ethic
  • Be inquisitive
  • Be detail oriented
  • Be self-motivated
  • Efficiently manage multiple tasks
  • Be a team player
  • Be committed to improving USU

Opportunity Type: Full-Time w/benefits package

Percent of Time or Hours per Week: 100%

Advertised Salary: Commensurate with experience plus excellent benefits

EEO Employer/Veterans/Disabled


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