Executive Assistant - Utah State University

Overview:

The Executive Assistant (Administrative Assistant SR) provides direct administrative support to the Vice President & Director of Athletics. They handle a wide range of administrative tasks, from managing correspondence and calendars, to coordinating projects and serving as a liaison between: coaches, departmental staff, university leadership, professors, conference staff and external contacts. The role requires a high degree of confidentiality, independent judgment and problem-solving skills due to the daily pace of the department.

Responsibilities:

• Perform general office responsibilities, including answering phones, directing calls, data entry, calendar management, scheduling travel, financial budgeting and other assigned tasks.
• Screen inquiries and prioritize schedules, calendars, and meetings using judgment and discretion. Exercise prudence in committing time and evaluating needs.
• Coordinate work with other staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
• Provide administrative support by scheduling appointments and coordinating meetings/conferences.
• Provide coordination, monitoring, and communication of projects and programs managed by the athletics department.
• Keep the Director advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Act as a liaison with other departments and constituencies for all matters concerning departmental activities and operations.
• Compose various standard documents, correspondence, and reports.
• Prepare agendas, coordinate meetings, and transcribe meeting minutes.
• Plan and execute events such as banquets, receptions, and retreats.
• Coordinate travel arrangements.
• Perform other miscellaneous duties as assigned.

Qualifications:

Minimum Qualifications:

• Six years of relevant experience; or
• Bachelor’s degree in a related field plus two years of experience is required; or
• Vocational/technical training or associate degree in an office or business field plus four years of related experience.

Knowledge, Skills, and Abilities:

• Proficiency in computer programs, including spreadsheets, databases, statistical packages, presentation software, and graphic packages.
• Excellent critical thinking and creative problem-solving skills.
• Self-starter.
• Familiarity with basic office equipment, including printers, copiers, and telephone systems.
• Strong organizational skills.
• Effective verbal and written communication skills.
• Ability to handle sensitive and confidential business data and personal information.
• Capability to work independently without supervision.
• Knowledge of Utah State University policies and procedures.
• Excellent customer service skills.

Required Documents:

Along with the online application, please attach:

1. Resume to be uploaded under Candidate Profile

2. Cover letter to be typed/pasted into a text box at the end of the application

 

**Document size may not exceed 10 MB.**

Advertised Salary:Commensurate with experience, plus excellent benefitsADA:

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.

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. 

 

About the Region

U.S. News and World Report ranked Utah first for its strong economy, fiscal stability, education, and health care. Outstanding outdoor recreational opportunities abound throughout the state, including five national parks, 43 state parks and recreation areas, and 15 alpine ski resorts. The home of USU’s main campus, Logan, is a city of 54,000-plus people in a picturesque mountain valley 80 miles north of Salt Lake City. The Logan metro area claimed the top spot in the Milken Institute’s 2022 ranking for best-performing small cities in the nation. 

 

*updated 04/2024

 

Notice of Non-discrimination:

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:

 

Executive Director of the Office of Equity Matthew Pinner, discrimination@usu.edu, Distance Education Rm. 401, 435-797-1266

Title IX Coordinator Cody Carmichael, titleix@usu.edu, Distance Education Rm. 404, 435-797-1266

Mailing address: 5100 Old Main Hill, Logan, UT 84322

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

*updated 09/2023