Utah State University

Staff Assistant - CEHS Dean's Office

City Logan Campus
Posted Date 4 days ago(10/16/2020 6:06 PM)
Requisition ID
2020-3052
# of Openings
1
Job Locations
US-UT-Logan
Category (Portal Searching)
Administrative/Clerical
Position Type
Benefited Full-Time
Job Classification
Non-Exempt
College
E Eccles Jones Coll of Ed & Hum Svs
Department
Dean-EEJ Coll of Educ & Human Svs
Advertised Salary
Commensurate with education and experience, plus excellent benefits

Overview

The Emma Eccles Jones College of Education and Human Services seeks an experienced professional administrator to work as an essential member of the Dean’s office team. The individual will assist with daily office-wide operations including support for college Development Officers and the Public Relations and Marketing team.

 

This position offers opportunity for growth and career development and may be hired to a Staff Assistant II or Staff Assistant III depending on the knowledge and experience of the applicant. Refer to the “Qualifications” section below for specific details.

Responsibilities

Support the Dean’s Office

  • Provide reception duties for the Dean’s office suite: answer phones, greet guests, receive packages, and field questions from students/staff/guests.
  • Provide administrative support, which includes: scheduling appointments, meeting preparation and minutes, and other duties as needed.
  • Tracks and supports college awards process from nomination through award ceremony.
  • Maintain college calendar website.
  • Maintain faculty files (both hardcopy and electronic).
  • Work closely with college emergency preparedness team.
  • Assist with event and meeting planning which includes securing venues, catering, invitation, and facilitating at the event, which may require occasional early, late, or weekend work hours.
  • Prepare letters and other documents as needed which includes serving as the point person for the creation of PowerPoint presentations.
  • Maintain accurate listing of Dean’s office staff and phone numbers on University website, College website, and College directories in the building.
    • Updates contact lists and emergency contact information, and updates organizational chart.
  • Sort and distribute mail.
  • Maintain office supply inventory and ordering.
  • Other duties as assigned.

Support the Development Officer

  • Process donations and prepare acknowledgement letters and other correspondence.
  • Execute follow-up calling, mailing, and other activities related to building strong donor relationships, and enhancing donor confidence in the college.
  • Maintain foundation, corporation, and individual donor files.
  • Prepare donor reports, summaries, prepare general and confidential correspondence as directed, continually update and maintain database records, and ensure Millennium database is current and accurate.
  • In coordination with the Development Officer, coordinate programs for gift acknowledgment, donor recognition, and stewardship.
  • Assist with the Advancement Board, fundraising events, and special projects.
  • Ordering and maintaining donor gift inventory.
  • Provide administrative support to the Development Officer as needed.

Support the College Public Relations Team

  • Tracking and communicating project details and progress between PR & Marketing and Development teams.
  • Works with the PR & Marketing team to write and edit electronic and printed communications for the Dean’s office and Development office teams.
  • Assists in the development and implementation of special events and promotional activities.

Qualifications

For Staff Assistant II

  • Two years of secretarial or office-related experience; OR a certificate of completion of Business Administrative Support program plus one year of experience; OR an Associate’s degree

For Staff Assistant III:

  • Four years of secretarial or office-related experience; OR a certificate of completion of Business Administrative Support program plus two years of experience; OR an Associate’s degree plus two years of experience; OR a Bachelor’s degree in a related field.

Minimum Qualifications for Staff Assistant II & III:

  • Strong computer skills, including proficiency in Microsoft Office (Word, Excel, Outlook and PowerPoint), page layout or design programs, mail merge, webpage maintenance, and databases.
  • Project management skills and ability to meet deadlines, as well as keep others on track.
  • Ability to work effectively in a fast-paced, demanding office, and to manage multiple tasks in a timely, effective, and detail oriented manner.
  • Effective organization and problem-solving skills, with the ability to work independently with limited supervision.
  • Ability to maintain a high degree of confidentiality, sensitivity, and discretion.
  • Ability to effectively interact with office personnel to meet deadlines and prioritize workload appropriately and adjust responsibilities as needed.
  • Good understanding of the English language including knowledge of spelling, grammar, punctuation, and sentence structure; proven proofreading and editing skills.
  • Presentation skills and ability to express ideas verbally and in writing.
  • Excellent interpersonal and proven customer service skills with the ability to communicate in a professional manner with the University community, senior members of administration, donors, and University guests.
  • Ability to maintain a positive, customer-service friendly attitude.

Preferred Qualifications

  • Bachelor’s degree plus THREE years of experience.
  • Experience working in higher education.
  • Experience with fundraising/development.

Required Documents

Along with the online application, please attach:

 

1. Resume/CV to be uploaded in the Candidate Profile

2. Contact information for at least three professional references to be provided in the Candidate Profile

3. Cover Letter to be typed/pasted in a text box at the end of the application

 

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

Advertised Salary

Commensurate with education and 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. The employee is frequently required to reach with hands and arms and may lift and/or move up to ten pounds.

College/Department Highlights

The Emma Eccles Jones College of Education and Human Services is committed to quality teaching, outreach and research. It is home to eight departments. Graduate and undergraduate programs are strengthened by an on-campus elementary school and three stand-alone centers. These offer services to the community and provide students with real-world service and research opportunities. Additional community services are provided by the individual departments.

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 27,800 students (24,660 undergraduates and 3,140 graduate students) on the Logan main campus. Utah State’s statewide system features eight campuses and 23 education centers and serves all counties in the state with Extension programs. USU offers 165 undergraduate majors, 138 graduate programs, and a variety of innovative stackable associate and certificate credentials. Washington Monthly ranked USU 14th in their national university rankings in 2019 and the 5th best public national university in the nation in 2018. 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 here.

 

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.

 

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 Alison Adams-Perlac, alison.adams-perlac@usu.edu, Old Main Rm. 161, 435-797-1266

Title IX Coordinator Hilary Renshaw, titleix@usu.edu, Old Main Rm. 161, 435-797-1266.

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

U.S. Department of Education, Denver Regional Office, 303-844-5695, OCR.Denver@ed.gov

 

USU is sensitive to the needs of dual career couples and provides a Dual Career Assistance program to support careers for partners who are also seeking employment.

 

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