Administrative Assistant - Utah State University

Overview:

The USU Online & Digital Learning Technology division is seeking an Administrative Assistant to the Vice President and general office assistant for associated direct reports. The successful applicant will work primarily with the Vice President to manage calendars, create and process documents, organize meetings and events, supervise staff assistants and student interns, facilitate special projects, and perform other duties as directed.

Responsibilities:

• Performs office duties, including answering phones, greeting visitors, directing calls to appropriate parties, data entry, digital and paper filing, calendar management, and other general duties as assigned.
• Responsible for managing the flow of work within the office, ensuring that tasks are prioritized appropriately, and deadlines are met. This may involve coordinating schedules, delegating responsibilities, and resolving any issues that arise.
• Screens inquiries and requests; uses judgement and tact to prioritize schedules, calendars, and meetings.
• Provides administrative support, including scheduling appointments, coordinating meetings/conferences, and maintaining/ordering office supplies.
• Serves as a liaison with other departments and constituencies in the resolution of matters concerning the activities and operations of the office.
• Composes and word-processes various standard documents, correspondence and reports.
• Prepares agendas, coordinates meetings, and transcribes meeting minutes.
• Plans and executes events, including banquets, receptions, retreats, etc.
• Project lead or assistant on special projects.
• Hires, trains, and supervises other office personnel.
• Performs miscellaneous job-related duties as assigned.

Qualifications:

Minimum Qualification:

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

Knowledge, Skills, and Abilities:

• Skilled with computer programs, including spreadsheets, relational databases, presentation software, and graphic packages.
• Excellent critical thinking skills.
• Skilled in creative problem solving.
• Skilled with basic office equipment, including printers, copiers, and telephone systems.
• Good organizational skills.
• Strong verbal and written communication skills.
• Ability to handle sensitive and confidential business data and personal information.
• Ability to work without supervision.
• Knowledge of University policies and procedures.
• Excellent customer service skills.

Required Documents:

Along with the online application, please attach:

1. Resume/CV to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV"
2. Name and contact information for 3 professional references to be entered into Candidate Profile
3. Cover letter to be typed/pasted at the end of your application

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

Advertised Salary:Minimum of $45,000; 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.

College/Department Highlights:

The division of Online and Digital Learning Technology (ODLT) is part of the Academic Enterprise. As noted in its title, the division oversees online education, including USU’s online campus, technology and AV services for all classroom and meeting spaces, the teaching and learning ecosystem that includes enterprise applications such as Zoom, Canvas, Achieve, etc, and the development and support of custom LTI tool and applications. The division is a collaborative partner with various university and third-party organizations.

For more information, please visit: online.usu.edu, usu.edu/tlt, classroomsupport.usu.edu/, and teach.usu.edu.

University Highlights:

Founded in 1888, Utah State University is Utah’s premier land-grant, public service university. 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.

 

USU enrolls 28,900 students, both online and in person at locations throughout the state. Utah State’s 30 locations include a main campus in Logan, Utah, residential campuses in Price and Blanding, and six additional statewide campuses, along with education centers serving every county. 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.

 

Competing at the NCAA Division I level, USU is a proud member of the Mountain West Conference and will join the Pac-12 Conference beginning in the 2026-2027 season. The Aggies’ long-standing tradition of athletic and academic excellence is exemplified by conference championships in multiple sports, reflecting USU's commitment to perseverance and achievement.

 

Utah State is dedicated to fostering a community where all individuals feel respected, valued, and supported. 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. 

 

*updated 01/2025

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