Administrative Assistant to the Vice President for Diversity, Equity, and Inclusion - Utah State University

Overview:

Utah State University seeks an experienced and highly professional, administrative assistant to provide comprehensive administrative support to the Vice President for Diversity, Equity, and Inclusion (VP), performing functions and responsibilities critical to the daily functioning of the VP office and affiliated units.

Responsibilities:

Administrative Support:

• Manage VP's calendar, schedule meetings, arrange travel, and handle correspondence.
• Screen inquiries and requests, prioritize schedules, and exercise judgment in managing the VP's time effectively.
• Organize meetings and special events, coordinate all aspects including scheduling, venue booking, and agenda preparation.
• Maintain inventory of office supplies and orders as needed.
• Manage print orders and approvals for various departmental materials.
• Compose and format various documents, including notetaking during division meetings.
• Proofread and provide suggestions for divisional materials, publications, and websites.
• Maintain cleanliness and organization of office spaces, ensuring a welcoming environment for all guests. 

Communication and Coordination:

• Coordinate communications regarding division meetings, including agenda creation and distribution of meeting minutes.
• Manage departmental email communications and respond to inquiries promptly.
• Collect and distribute mail and packages for department members, and manage outgoing mail as required.
• Collaborate with IT to procure technology, maintain key inventory, and manage maintenance requests for departmental spaces.
• Serve as the primary point of contact and liaison with other university offices, individuals, and external constituents .

Project and Event Management:

• Manage space reservations and coordinate setup for meetings and events, including liaison with event services and catering.
• Track RSVPs for department events and manage attendee accommodations and dietary restrictions.
• Design and update bulletin boards with relevant information and upcoming events.
• If needed, track and manage proposals through the Curriculog system.

Human Resources and Operations:

• In collaboration with Business Services and HR, manage job postings, applicant information, and hiring processes for the department.
• Supervise team meetings for department assistants, offering support and guidance as necessary.
• Manage asset tracking, equipment distribution, and facility maintenance requests.
• Manage regular bill payments, subscriptions, and services for the department.
• Supervise hourly staff and student employees as needed.

Note: Other duties as assigned.

Qualifications:

Minimum Qualifications

• 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 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.
• Excellent organizational skills.
• Strong verbal and written communication skills.
• Ability to handle sensitive and confidential business data and personal information.
• Ability to work independently with minimal supervision.
• Knowledge of university policies and procedures.
• Excellent customer service skills.

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 to be typed/pasted at the end of your application   

 

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

Advertised Salary:Minimum $45,000; 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 Programto 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