Utah State University

Staff Assistant III

City Logan Campus
Posted Date 2 months ago(9/24/2021 1:35 PM)
Requisition ID
2021-4211
# of Openings
1
Job Locations
US-UT-Logan
Category (Portal Searching)
Administrative/Clerical
Position Type
Benefited Full-Time
Job Classification
Non-Exempt
Percent of Time or Hours per Week
30 hours per week
College
Provost
Department
University & Exploratory Advising
Advertised Salary
Minimum $25,699, commensurate with experience plus excellent benefits

Overview

The office University and Exploratory Advising (UAEA) seeks a Staff Assistant III. This role serves as the student and advisor experience specialist - managing the effective completion of advising activities and supporting the Executive Director, Academic Advisor Supervisor, Advisors, and Peer Advisors. The candidate in this role will be engaged in processes and interventions designed to help students persist, declare a major, and graduate. Our desired candidate will set a friendly, helpful tone in working with students, colleagues, and stakeholders. This role is 75% time (30 hours per week) and supervises the student employees managing the activities of the reception desk.

 

The goals of UAEA are to:

The work is organized to promote student success while creating community, promoting equity, and simplifying systems and processes.

Responsibilities

Typical Functions

  • Performs office duties, including answering phones, directing student and advisor calls to appropriate parties, data entry, and electronic filing.
  • 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.
  • Greets and directs visitors.
  • Sorts, screens, and distributes incoming and outgoing mail.
  • Composes and word-processes various standard documents, correspondence, and reports.
  • Updates website content.
  • Compiles data and prepares reports for consideration and presentation by executives, committees, and directors. 
  • Assists students, staff, and supervisors with highly varied, complex, and non-recurring questions and/or problems.
  • Works independently to provide high-level administrative support to a large or complex program.
  • Performs miscellaneous job-related duties as assigned.

Knowledge, Skills, and Abilities 

  • Skilled with computer programs and related software.
  • 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.

Disclaimer 
This position description indicates the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to the position. 

Qualifications

Minimum Qualifications 

  • Four years of experience; or an associate degree/technical training plus two years of experience; or a bachelor’s degree plus one year of office-related experience is required. 
  • Highly adept with technology and various office software applications (Video Conferencing, Microsoft Office Suite, Google Suite, etc.).
  • Demonstrate strong interpersonal skills, able to communicate clearly both written and orally.
  • Excellent customer relations skills.

Preferred Qualifications

  • Working knowledge of university forms, policies and procedures as they relate to student records.
  • Familiarity and experience assessing student needs and making appropriate referrals. 

Work Environment and Physical Requirements 


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. 


Fundamental Abilities


Within the scope and complexity of each position’s responsibilities, each incumbent is expected to possess and demonstrate the following abilities:

  • Communicating: Communicates effectively both verbally and in writing.
  • Problem solving: Analyzes information and evaluates results to select the best solution and solve problems.
  • Monitoring: Measures performance of self; makes improvements and takes appropriate corrective action.
  • Critical Thinking: Comes to well-reasoned conclusions, solutions, and approaches to problems.
  • Team Building: Works to create a team-based environment. Consistently demonstrates cooperative behavior with colleagues, supervisors, and customers.
  • Active Listening: Gives full attention when others are speaking; listens to understand, asks questions as appropriate, and does not interrupt.
  • Service Orientation: Actively seeks opportunities to help others.
  • Conflict Resolution: Acts professionally when encountering customers who, at times, may be frustrated or threatening. 

Core Characteristics


As representatives of Utah State University and primary contributors to its mission, all employees are expected to demonstrate the following characteristics:

  • Take initiative
  • Maintain confidentiality.
  • Be accountable.
  • Behave ethically.
  • Be honest and trustworthy.
  • Demonstrate a strong work ethic.
  • Be inquisitive.
  • Be detail oriented.
  • Be self-motivated.
  • Efficiently manage multiple tasks.
  • Be a team player.
  • Be committed to improving USU.

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 into a text box at the end of the application
  3. Three (3) professional references completed in the Candidate Profile

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

Advertised Salary

Minimum $25,699, 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

Beginning in 2019, Utah State University’s Strategic Enrollment Management Plan sought to increase student persistence, retention, and completion rates by improving outcomes for exploring/undecided students and cultivating advisor training and development rooted in core competencies and standards. Two offices combined to form the Office of University and Exploratory Advising (UAEA). UAEA strives to provide an advising experience that is proactive, strategic, data-driven, and rooted in the identities of the students and the advisors who serve them. We believe the best academic advising experience occurs when students and advisors build a relationship that helps students optimize their educational experiences and achieve their dreams, goals, and potentials. The UAEA team is one executive director, one academic advisor supervisor, ten academic advisors, one staff assistant, and five to eight student employees. UAEA serves 3000 students through academic advising and 90 academic advisors in Logan and throughout the state in professional development and training.

 

The Office of University and Exploratory Advising is a reporting unit to the Office of the Executive Vice President and Provost. For more information, please visit https://advising.usu.edu/exploratory/.

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 27,700 students (24,660 undergraduates and 3,040 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 114 undergraduate majors, 132 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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