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Job ID: 173392

Admin Support III - Organizational Leadership
Utah Valley University


Date Posted Nov. 29, 2021
Title Admin Support III - Organizational Leadership
University Utah Valley University
Orem, UT, United States
Department Department of Organizational Leadership
Application Deadline Open until filled
Position Start Date Available immediately
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Admin Support III - Organizational Leadership


Position Category: Staff - Full-Time

Summary:

Performs a variety of office support and administrative duties for the Department of Organizational Leadership, such as composing a variety of standard documents and correspondence, relaying and resolving telephone and/or walk-in inquiries, scheduling calendar items and meetings, making travel arrangements, processing forms, performing data entry, and establishing and maintaining records. Edits and proofreads documents to ensure accuracy. May perform duties involving mathematical calculations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Delivers administrative support by providing reception services, scheduling appointments, meetings, and travel, filing, researching files and records, and preparing and proofreading correspondence, reports, and other documents as requested.
2. Assists faculty by answering questions and providing information, locating desired information and materials, typing, collating, or otherwise assisting in course materials preparation, preparing and/or proofreading manuscripts, correspondence, and other material, obtaining desk copies of textbooks, making travel arrangements, and preparing expense reports.
3. Provides support to the department chair by preparing budget forecasts and overseeing and reconciling budgets; coordinates with the assistant to the dean over finance and operations to help manage the department budget.
4. Assists students by determining who can best provide information needed by the student, providing basic and initial assistance to students with questions about classes, registration, permissions, etc. using established guidelines (information in course catalogs, departmental and college documents, and established policies and procedures), and makes advisor referrals.
5. Supports the work of the department by purchasing equipment and supplies, maintaining an inventory of office supplies, and utilizing the appropriate process to pay for goods or services purchased by the department.
6. Helps organize and conduct departmental events, as directed, by securing space, equipment, food, preparing invitations, announcements, agendas, brochures, and packets, purchasing awards, making travel arrangements and reservations, and assisting with the event as it occurs.
7. Assists with posting, management, and collection of credentials and other required material during searches, organizes candidate campus visits, and makes scheduling and travel arrangements.
8. Supports the administrative business functions of the department by obtaining and processing textbook adoptions, creating brochures and newsletters, organizing the faculty evaluation process, maintaining and updating the departmental website or databases, preparing personnel action forms and position authorizations as directed, verifying and processing student and part-time employee time records, scheduling the use of classrooms, department facilities, or meeting rooms, and maintaining the security of classrooms, labs, equipment, and records as directed.
9. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
10. Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the department chair or required by the University.
11. Supports the department by performing all other duties as assigned by the department chair.
12. Serves on department, school, and university committees as assigned. UVU offers an excellent benefits package which includes a generous leave policy, 12 paid holidays, affordable medical and dental insurance options, life and AD&D insurance, tuition waiver (undergraduate resident) for employee and dependents and substantial employer contribution to a retirement plan.

Required Qualifications:

Graduation from an accredited institution with a bachelors related to the Summary of Duties or any combination of education and/or experience totaling four years.

Knowledge, Skills and Abilities:

Strong interpersonal, problem-solving, conflict resolution, and decision-making skills.
Knowledge of supplies, equipment, and/or services ordering and inventory control.
Skill in operating basic office equipment.
Word processing and/or data entry skills. Ability to use Microsoft Office Suite applications (i.e., Excel Word, PowerPoint, Access, Outlook, Teams), and other software applications such as Box and Google Drive.
Organizing and coordinating skills.
Records maintenance skills.
Ability to maintain calendars and schedule appointments.
Ability to understand and follow specific instructions and procedures.
Ability to maintain confidentiality of records and information.
Ability to learn and use administrative business systems and or applications used within the University or department.
Ability to create, compose, and edit written materials. Excellent grammar, spelling, punctuation, composition, and proofreading skills.
Ability to communicate effectively, both orally and in writing.
Ability to complete assignments as flawlessly as possible and produce high quality error-free work.
Ability to manage and prioritize tasks with attention to detail and accuracy and ensure timely follow-up and completion of work.
Ability to multi-task during the routine course of business.
Ability to perform accounting procedures.
Ability to prepare financial transactions and monitor budgets.
Ability to perform a variety of administrative support and confidential duties with minimum supervision.
Ability to train, assign tasks, and review the work of student workers.
Ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds.

Preferred Qualifications:

Bachelors Degree from an accredited university or college.

Physical Requirements:

Physical ability to perform manual work. Occasional climbing, bending and standing for extended periods of time. Consistently sitting for long periods of time, walking, moving from one work site to another, and fine hand manipulation. Consistently talking, and expressing or exchanging ideas by means of the spoken word. Consistently hearing, perceiving the nature of sounds at normal speaking level with or without correction. Seeing, required to have close visual acuity to perform an activity such as: preparing and analyzing data and reports, transcribing, viewing a computer terminal, extensive inspection involving small defects, small parts, and operations of machines (including inspection).

Benefits Summary:

UVU offers an excellent benefits package which includes a generous leave policy, 12 paid holidays, affordable medical and dental insurance options, life and AD&D insurance, tuition waiver (undergraduate resident) for employee and dependents and substantial employer contribution to a retirement plan.

FLSA: Non-Exempt

Pay Range: $31,052 - $38,816 DOE

Advertisement Number: STA84421

Open Date: 11/23/2021

Review Start Date: 12/01/2021

Close Date:

Open Until Filled: Yes

Special Instructions to Applicant: This position does share an office with other employees. The Administrative Support III is supervised by the department chair, and may be assigned work by the Administrative Assistant IV, other professional staff or faculty, and may supervise student workers.

To apply, visit: https://www.uvu.jobs/postings/25725

Employment decisions are made on the basis of an applicants qualifications and ability to perform the job without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age (40 and over), disability, veteran status, pregnancy, childbirth, or pregnancy-related conditions, genetic information, or other bases protected by applicable federal, state, or local law.

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