Administrative Assistant Senior

Administrative Assistant Senior Location Logan, UT (Hillcrest area) : Overview: This position of Administrative Assistant SR requires an experienced and highly professional individual to support the Dean and Coordinator of Special Projects and Events in a team-based environment for the Quinney College of Natural Resources. This individual will assist the Dean, Associate Deans, and Department Heads with administrative support in daily operations. In conjunction with the Dean, this person will direct special projects and events. This position requires strong organizational and project management skills with the ability to see the "big picture" while managing the small details. This person will create and maintain systems that enhance organizational efficiency in partnership with the Dean. Responsibilities: Dean's Office Support (40%): Provides a professional, competent and friendly face to faculty, staff, donors, and others contacting the Dean's office. Manages the calendars for the Dean, Associate Deans, and others as designated. Answers phones and conducts email correspondence. Prepares meeting agendas and develops timely and accurate meeting minutes. Composes, prepares and proofreads letters, reports, and other correspondence. Maintains a strong and productive working relationship with staff, faculty, administration, and donors of the college. Works collaboratively with the financial officer and other Dean's office staff to coordinate schedules and provide backup for an effective and productive office environment. Coordinates logistics and information flow between the college and its departments. Coordinates with the Provost's and President's offices as needed. Initiates and coordinates travel for the Dean. Performs other duties as assigned and needed. Special Projects/Events Support (30%): Under the direction of the Dean and Associate Deans, the incumbent will manage logistical planning and execution of special projects and invents, including Spring Awards Event, Commencement, Scholarship Banquet, and other special events. Ensure that organizational standards for selecting, contracting and booking venues, vendors, and speakers are upheld at all times. Direct special projects, events or initiatives as identified by the Dean, Associate Deans, and Sr. Director of Development. Development Support (15%): Supports the college development officer including coordinating development materials and events. Supports college-wide development and the Dean's office scholarship areas, including but not limited to development proposals, scholarship forms, gifts of appreciation, stewardship, etc. Reviews and updates donor information in Millennium while also generating regular and custom reports as needed. College (15%): College administrator for promotion and tenure e-Dossier/Interfolio system. Tracks faculty annual role statements and faculty annual reviews. Reviews and maintains accurate records of tenured or tenure-track faculty, tenure and promotion committees, third-year reviews, and five-year reviews. Maintains accurate promotion and tenure dates and post—tenure reviews. Organizes and maintains accurate personnel and faculty files. College administrator for Watermark Faculty Success (formerly Digital Measures). Either performs these duties or oversees other staff assistants in the Dean's office with the following responsibilities: Schedules conference room and atrium use as needed. Sorts and distributes mail and coordinates the Dean's mail for review. Orders office supplies, parking passes and maintains office/computer equipment (printers, copiers, etc.). Maintains accurate listing of Dean's office staff and phone numbers on university website, college website and college directories in the buildings. Updates contact lists and emergency contact information. Updates organizational chart. Acts as the building liaison for college emergency preparedness training, supplies and acts as facilities building representative. Qualifications: Minimum Qualifications: Six (6) years of related work experience OR an associate's degree in a related field plus four (4) years of related work experience OR a bachelor's degree in a related field plus two (2) years of related experience. High level of experience with planning and executing successful special projects and events. Creative energy, self-starting, with the ability to manage multiple assignments. Strong management and organizational skills. Highly dependable in all aspects including the ability to work efficiently and meet deadlines. Critical thinking and the ability to use logic and reasoning to identify possible approaches and solutions to problems. Proficient in Microsoft Office suite. Strong written and oral communication skills. Job offer contingent upon the successful completion of a background check. Preferred Qualifications: Successful experience as an executive administrative assistant in higher education. Extensive experience in planning and executing major formal events within Utah State University. Experience with Digital Measures. Experience with e-Dossier/Interfolio. Knowledge of Utah State University policies relating to faculty and the tenure process. Knowledge, Skills and Abilities: Good judgment, decision-making, and the ability to deal discretely with highly confidential and sensitive information. Strong work ethic and commitment to high standards of excellence coupled with an enthusiastic approach to one's work. Leads by example and models behaviors that are consistent with the University's values. Ability to interact comfortably and effectively while building lasting relationships with high level administrators, the campus community, and donors. Ability to work independently with little or no supervision, as well as collaboratively and dynamically in team-based settings. Required Documents: Along with the online application, please attach: 1. Resume to be uploaded at the beginning of your application in the candidate profile under "Resume/CV" 2. Cover Letter should be typed/pasted into a text box at the end of the application 3. Contacts for 3 professional references to be included at the beginning of your application in the Candidate Profile **Document size may not exceed 10 MB.** Advertised Salary: 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. College/Department Highlights: The S. J. & Jessie E. Quinney College of Natural Resources (QCNR) is nationally and internationally recognized for its research, extension, and teaching on natural and socio-environmental systems. It is a high-impact college at Utah State University with almost $11M in research funding last year, 58 tenure-track faculty in three departments (Environment and Society, Watershed Sciences, and Wildland Resources), and close partnerships with federal and state natural resource agencies. Work in QCNR traverses biological, physical, and social systems to advance scientific knowledge, train future leaders, and translate research into on-the-ground management and policy. University Highlights: Founded in 1888, Utah State University is Utah's premier land-grant and space-grant university, with a strong commitment to excellence, access, and inclusion. USU serves approximately 27,500 students throughout the state at three residential campuses, eight statewide campuses, and 23 education centers. USU Online has served students from all 50 states and 55 countries for over 25 years, and USU Extension provides outreach and service to all counties in Utah. As a land-grant university, USU engages communities and empowers people to lead successful lives of involvement, innovation, and impact. As an R1 research institution, USU provides a high-quality undergraduate and graduate education at an affordable price. Washington Monthly has consistently ranked USU in the top 10 among public universities for contribution to social mobility, research, and public service. Utah State is committed to cultivating a diverse, equitable, and inclusive community where different 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. 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 or . 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 7/2023 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, , Distance Education Rm. 401, Title IX Coordinator Cody Carmichael, , Distance Education Rm. 404, Mailing address: 5100 Old Main Hill, Logan, UT 84322 For further information regarding non-discrimination, please visit or contact:
U.S. Department of Education, Office of Assistant Secretary for Civil Rights, ,
updated 09/2023