Utah State University

  • Program Assistant III

    City Logan Campus
    Posted Date 2 months ago(11/27/2019 4:06 PM)
    Requisition ID
    2019-2206
    # of Openings
    1
    Job Locations
    US-UT-Logan
    Category (Portal Searching)
    Administrative/Clerical
    Position Type
    Regular Full-Time
    Job Classification
    Non-Exempt
    College
    Provost
    Department
    Honors Program
    Advertised Salary
    Minimum $33,165, commensurate with experience, and an outstanding benefits package. This position falls under USU salary grade D.
  • Overview

    The University Honors Program requires an experienced and highly professional program assistant to work with students, faculty, and staff in a team-based environment. The program assistant provides both broad programmatic support and primary administrative assistance for the director, including professional writing and communication, calendar and meeting coordination, event planning, database and records management, and maintenance of the Honors Program’s web and marketing presence. This individual must skillfully balance careful attention to daily operational details with sustained engagement in long-term strategic initiatives, with the expectation of excellence in both areas. The position requires excellent interpersonal, communication, and professional writing skills, web and some marketing and/or basic design skills, the ability to balance multiple projects and deadlines, and the desire and capacity to work both independently and collaboratively as part of a productive team.

    Responsibilities

    JOB DESCRIPTION:

    1. Programmatic student support, including organization of student events and cohort-building initiatives; workflow guidance and direction of student office assistants; implementation of student benefits (printing money, funding, scholarships, early registration); some student recruiting and work with student ambassadors; tracking, organization, and facilitation of Honors admissions and themed-housing process; support of Honors orientation and Connections events; and maintenance of Honors Canvas course enrollments, schedules, and materials (30%)
    2. Administrative and staff support, including primary administrative support to program director; navigation and routing of program mail, email, phone, and walk-in inquiries; oversight and integration of director’s and programmatic calendars; scheduling and coordination of meetings (including minutes); maintenance of accurate student, alumni, and faculty databases, contact lists, and records; production of promotion and tenure documentation for faculty; and coordination of records with on- and off-campus partners (25%)
    3. Public relations and communications, including visitor welcoming and assistance; timely and professional response to incoming communications; drafting of high-quality professional correspondence to various audiences; production and design of written and graphic publications such as recruiting materials, invitations, programs, flyers, PowerPoint presentations, weekly/annual newsletters, program announcements, and blog; and some content creation and regular updates/maintenance of website and social media accounts (25%)
    4. Event planning and execution, including catering, room reservations and preparation, publicity, technical support, and coordination with students, faculty, staff, partners, and community members (10%)
    5. Inventory and management of consumable office supplies and Honors-branded swag/medallions, durable equipment (copier/printer, digital signage, technology), facilities (office, classroom, conference room, library study room), and records (data entry and filing) (5%)
    6. Employee’s own continuing professional development, including formal on- and off-campus training and regular professional development activities (5%)

     

     ESSENTIAL FUNCTIONS: 

    1. Support Honors student recruitment and orientation by staffing local recruiting events with student ambassadors, coordinating with USU Admissions to deliver regular centrally scheduled email messages to high ability high school students/parents, and assisting with Honors orientation and Connections events
    2. Enhance Honors student experience by organizing student events and cohort-building activities, administering student benefits (printing money, funding, scholarships, early registration), and working independently and guiding student workers effectively to ensure that basic operations and office processes continue seamlessly in the absence of director, program coordinator, and/or advisor
    3. Promote Honors student retention and progress by maintaining Honors Canvas course enrollments, schedules, and materials
    4. Organize Honors admissions and themed-housing processes by tracking incoming applications, assembling files for faculty review, compiling evaluations, and managing notification correspondence, and coordinating with USU Housing and Residence Life to help fill Honors House in the Living and Learning Community on campus with admitted honors students
    5. Serve as primary administrative support to program director by overseeing and integrating director’s and programmatic calendars, scheduling and coordinating meetings (including agenda and minutes), and drafting professional correspondence and other documents
    6. Facilitate program workflow by navigating and routing Honors mail, email, phone, and walk-in inquiries
    7. Maintain accurate student, alumni, and faculty databases, contact lists, and records, sharing and coordinating that information, as appropriate, with faculty (documentation for promotion and tenure) and on- and off-campus partners
    8. Create a professional office environment with regular, dependable hours and ensure positive public relations by welcoming and assisting visitors and callers, responding promptly and professionally to incoming communications, and drafting high-quality professional correspondence to various audiences
    9. Produce, design, and/or update written and graphic program publications, such as recruiting materials, invitations, programs, flyers, PowerPoint presentations, weekly/annual newsletters, program announcements, and blog posts
    10. Update, create some content for, and maintain Honors website and social media accounts
    11. Plan and organize all program events, including scheduling, catering, room reservations and preparation, publicity and invitations/reminders, technical support, photography, and coordination with students, faculty, staff, partners, and community members
    12. Perform various office duties, including inventory and management of consumable office supplies and Honors-branded swag/medallions, durable equipment (copier/printer, digital signage, technology), facilities (office, classroom, conference room), records data entry and filing), and other general duties, as assigned
    13. Demonstrate curiosity and interest in continued professional development and skill-building relevant to the position

    Qualifications

    MINIMUM QUALIFICATIONS:

     

    Four years of office-related experience; or a certificate of Business Administrative Support program plus two years of office-related experience; or an Associate’s degree plus two years of office-related experience; or a Bachelor’s degree plus one year of office-related experience, in addition to the knowledge, skills, and abilities listed above

     

    PREFERRED QUALIFICATIONS:

    1. Bachelor’s degree and office experience
    2. Intermediate to advanced skill with graphic design applications and Microsoft Excel
    3. Experience working in higher education, preferably with high-ability students
    4. Knowledge of USU’s Banner and Canvas systems
    5. Knowledge of USU and University Honors Program policies and procedures

    KNOWLEDGE, SKILLS, AND ABILITIES:

    1. Skill with technology and computer programs, including spreadsheets, databases, presentation software, and graphic and/or design software, along with willingness to learn and use new technology
    2. Skill in critical thinking and creative problem-solving
    3. Skill with basic office equipment, including printers, copiers, and telephone systems
    4. Outstanding attention to detail and organizational skills
    5. Exceptional interpersonal skills and ability to communicate effectively and professionally with students, faculty, staff, administrators, and the public
    6. Strong professional writing skills, including excellent spelling, grammar, letter and copy writing, and proofreading
    7. Ability to work both independently and collaboratively, with limited supervision and excellent intra-office communication
    8. Ability to manage multiple tasks in a fast-paced office calmly and in a timely and effective manner
    9. Proven ability to prioritize and work as a team on projects with short- and long-term deadlines
    10. Ability to maintain an efficient, accurate, and detail-oriented approach to all work
    11. Ability to demonstrate cultural sensitivity in interacting with all students, faculty, guests, and dignitaries
    12. Ability to maintain a high degree of confidentiality, sensitivity, and discretion
    13. Ability to maintain a positive, task-oriented, and focused attitude at work and to create a welcoming, professional environment in the office

    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

     

    Please do not attach cover letter in the Candidate Profile; you will be instructed to copy and paste your cover letter later on in the application.

     

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

    Advertised Salary

    Minimum $33,165, commensurate with experience, and an outstanding benefits package. This position falls under USU salary grade D.

    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

    For more information about the University Honors Program, please see our website at http://honors.usu.edu.

    University Highlights

    Utah State University (USU) was founded in 1888 and is honored to be Utah’s land-grant and space-grant university. USU is a Carnegie RU/H (Research University/High Research Activity) institution with approximately 28,000 students (25,000 undergraduates and 3,000 graduate students) on the Logan main campus, four regional campuses, two USU Eastern campuses, and 28 centers throughout the state. USU offers 162 undergraduate majors, 153 graduate programs, and a variety of innovative stackable associate and certificate credentials. The 2018 rankings from Washington Monthly ranked USU as one of the top 30 national Universities and the 5th best public national university in the nation. As one of the two premier research institutions in Utah, USU is proud to provide a high-quality education at an affordable price. Additional information about Utah State University can be found at: https://www.usu.edu/about/at-a-glance/.

     

    A core characteristic of USU is engagement with communities and people in economic development, improvements to quality of life, and human capital. Through the practical application of knowledge, the University and its faculty engage and share expertise with the state, nation, and world, preserving the historical land-grant tradition of partnering with communities to address critical societal issues in the interest of the public good.

     

    The USU main campus is located in beautiful Logan, Utah; a city of about 50,000 situated in a picturesque mountain valley about 80 miles north of Salt Lake City. Outstanding recreational opportunities abound in the nearby mountains and proximate region. Additional information about Logan can be found at: http://www.loganutah.org/visitors/about_logan/index.php.

     

    USU recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the university’s academic mission of learning, discovery, and engagement (https://www.usu.edu/president/missionstatement/). USU is an AA/EO employer and does not discriminate based on race, color, religion, sex, national origin, age, genetic information, sexual orientation or gender identity/expression, disability, status as a protected veteran, or any other status protected by University policy or local, state, or federal law. Learn more at https://equity.usu.edu/. USU is sensitive to the needs of dual career couples and provides a Dual Career Assistance program. Additional information can be found at: http://www.usu.edu/provost/faculty-life/dual-career-assistance.cfm.

     

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