Utah State University

Staff Assistant III

City Logan Campus
Posted Date 2 weeks ago(11/19/2021 5:13 PM)
Requisition ID
2021-4430
# of Openings
1
Job Locations
US-UT-Logan
Category (Portal Searching)
Other
Position Type
Benefited Full-Time
Job Classification
Non-Exempt
Percent of Time or Hours per Week
40 Hours per week
College
College of Humanities & Social Sci
Department
Dean-Humanities & Social Sciences
Advertised Salary
Commensurate with qualifications and experience, plus excellent benefits

Overview

The Staff Assistant III position requires a highly professional, collegial, detail-oriented and experienced staff assistant to work in a team-based office environment, requiring a high level of confidentiality. This individual will primarily assist the staff with administrative tasks, clerical support, and day-to-day college-wide operations. This is a full-time position Monday-Friday, 8:00 am - 5:00 pm.

Responsibilities

Responsibilities

  1. Serve as the receptionist: greeting visitors; answering, screening, and routing telephone calls and voicemails in a pleasant and professional manner. Scheduling appointments and rooms as requested. Sort and distributes incoming and outgoing mail. May update website content.
  2. Perform administrative support tasks for the associate deans and dean’s assistant.
  3. Office operations:
    • Oversee the purchase of supplies and keep a running inventory for the office following USU policy and procedures. Process financial documents for direct payments/reimbursements.
    • Coordinate travel for all members of the Dean’s staff according to USU guidelines.
    • Act as liaison for office with Facilities, process key requests, call in repairs, etc. as needed.
    • Perform daily tasks associated with the smoother operation of the Dean’s office.
    • Provide general clerical support/process documents/event planning/coordination for the programs and events as required.
    • Initiate and process various business services transactions (Banner, EZ-Buy, EPAFs, P-Cards, Travel, Docusign, AdobeSign, etc.) as assigned.
    • Gather information for submission to Board of Trustees.
    • Oversee college A-Pin awarding.
    • Provide a wide range of general staff assistant support as needed.
  4. Other duties as assigned.

Qualifications

Minimum Qualifications

  • Four years of related office work experience with increasing responsibilities, OR an associate’s degree or certification(s) in a related field plus 2 years of related office work experience with increasing responsibilities, OR a bachelor’s degree in a related field or an equivalent combination of education and experience.
  • Proficient computer skills using programs such as Microsoft Word, Excel, WordPerfect, PowerPoint and various internet site maintenance software.
  • Knowledge of or ability to learn specialized systems.
  • Must have exceptional customer service skills, with the ability to communicate in a professional manner, working with individuals from diverse cultural backgrounds.
  • Ability to work with frequent interruptions, multi-task, and be self-motivated.
  • Excellent organization, problem-solving skills, with proficiency in prioritizing and accomplishing tasks.
  • Maintain high degree of confidentiality, sensitivity, and discretion.
  • Effective oral, written, and interpersonal communication skills.
  • An excellent understanding of the English language, including spelling, grammar and letter writing; and excellent proofreading skills.
  • Strong team orientation.
  • Exhibit positive, helpful, and a self-starter attitude with team-members, as well as internal and external parties in a changing and fast-paced environment.
  • This position requires excellent attendance and punctuality.
  • Periodic overtime may be required and will be discussed in advance.
  • Job offer contingent upon the successful completion of a background check.

Preferred Qualifications

  • Knowledge of USU policies and procedures preferred.
  • Advanced skills using Microsoft Office software.
  • Experience with Digital Measures software program.

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

  1. Communicating: Communicates effectively both verbally and in writing.
  2. Problem solving: Analyzes information and evaluates results to select the best solution and solve problems.
  3. Monitoring: Measures performance of self; makes improvements and takes appropriate corrective action.
  4. Critical Thinking: Comes to well-reasoned conclusions, solutions, and approaches to problems.
  5. Team Building: Works to create a team-based environment. Consistently demonstrates cooperative behavior with colleagues, supervisors, and customers.
  6. Active Listening: Gives full attention when others are speaking; listens to understand, asks questions as appropriate, and does not interrupt.
  7. Service Orientation: Actively seeks opportunities to help others.
  8. 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

  1. Maintain confidentiality.
  2. Be accountable.
  3. Behave ethically.
  4. Be honest and trustworthy.
  5. Demonstrate a strong work ethic.
  6. Be inquisitive.
  7. Be detail oriented.
  8. Be self-motivated.
  9. Efficiently manage multiple tasks.
  10. Be a team player.
  11. Be committed to improving USU.

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.

Required Documents

Along with the online application, please attach:

  1. CV 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
  3. Names and contact information of at least three references (requested in the online application)

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

Advertised Salary

Commensurate with qualifications and experience, plus excellent benefits

ADA

This position requires moderate physical effort. Employees must have sufficient strength to perform the duties and responsibilities of the position, including lifting up to 25 pounds, walking and standing. Employees must adhere to safety precautions and may be required to use protective equipment.

College/Department Highlights

The College of Humanities and Social Sciences has played an instrumental role teaching independent thinking and discovery at Utah State University since 1888. Students in our college confront the great questions and controversies that exist. They learn about the forces that have shaped our world and develop skills to tackle its most pressing challenges. Our graduates are creative problem-solvers with a passion for making a difference. The education they receive prepares them to address the problems of today and to succeed wherever their career path takes them tomorrow (chass.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 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 discrimination@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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