Utah State University

Staff Assistant III

City Logan Campus
Posted Date 2 weeks ago(5/20/2023 11:02 AM)
Requisition ID
# of Openings
Job Locations
Category (Portal Searching)
Position Type
Benefited Full-Time
Job Classification
Percent of Time or Hours per Week
40 Hours per week
College of Humanities & Social Sci
Aerospace Studies
Advertised Salary
Commensurate with qualifications and experience, plus excellent benefits
Telework Eligible


The Department of Aerospace Studies is seeking a professional, detail-oriented and experienced staff assistant to join our distinctive department and provide key support for the department head, faculty, students and Air Force ROTC cadets. This is a full-time, in-person position, Monday-Friday.


  1. Serve as the receptionist: greeting visitors; answering, screening, and routing telephone calls and voicemails in a pleasant and professional manner. Sort and distribute incoming and outgoing mail. Monitor departmental email and other general duties as assigned.
  2. Perform administrative support, including scheduling appointments, coordinating meetings and events, scheduling rooms as requested, data entry, and filing. Compose and word-process various standard documents, correspondence, and reports.
  3. Support office operations:
    • Coordinate USU-funded travel for all faculty, staff, and students according to USU guidelines.

    • Act as the department liaison with Facilities, submit facility workorders, process key and proximity card requests, etc.

    • Manage department scholarship listings and processes.

    • Serves as a liaison with other departments and constituencies in the resolution of matters concerning the activities and operations of the department.

    • Provide non-business related support for departmental programs and projects, and events.

    • Maintain and order office supplies.

    • Course evaluations (IDEA) management.

    • Curriculog specialist and liaison for catalog changes and advising updates.

    • Support departmental alumni and community outreach.

  4. Manage department accounting and budgets. Ensure P-card users are authorized and trained; approve P-card transactions and supply a monthly spreadsheet for the Department head. Process financial documents for direct payments or reimbursements.
  5. Manage Cadet Uniform Program: fit, order, issue, receive, maintain and inventory cadet uniform items according to Air Force ROTC policies.
  6. Perform academic advising. Apply Aerospace Studies Minor to eligible students and  approve prior to graduation. Monitor student enrollment, contact info, majors, and GPA. Obtain transcripts and place transcript HOLDS, as needed.
  7. Perform miscellaneous job-related duties as assigned.


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 an equivalent combination of education and experience.

Preferred Qualifications

  • Knowledge of USU and/or Air Force policies and procedures
  • Hand and machine sewing experience

Knowledge, Skills, and Abilities

  • Proficient computer skills using programs such as Microsoft Word, Excel, PowerPoint, Teams, etc.
  • Knowledge of or ability to learn specialized systems such as Canvas, Banner, WINGS, KYLOC, Box.
  • Skilled with basic office equipment, including printers, copiers, and telephone systems.
  • Exceptional customer service skills, with the ability to communicate in a professional manner, working with individuals from diverse backgrounds.
  • Ability to work with frequent interruptions, multi-task, and be self-motivated.
  • Excellent organization and problem-solving skills, with proficiency in prioritizing and accomplishing tasks.
  • Effective oral, written, and interpersonal communication skills.
  • An excellent understanding of the English language, including spelling, grammar and letter writing; and excellent proofreading skills.
  • Maintain high degree of confidentiality, sensitivity, and discretion.
  • Successful applicant must satisfactorily pass a background check.

Required Documents

Along with the online application, please attach:

  1. Resume (to be uploaded to the applicant profile)
  2. Names and contact information of at least three references (requested in the online application)
  3. Cover Letter describing why you would be a good fit for this position (to be copied and pasted into a fillable form within the online application)

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

Advertised Salary

Commensurate with qualifications and experience, plus excellent benefits


Work Environment and Physical Requirements

  1. Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. 
  2. Position requires lifting up to 20 lbs., sitting for extended periods, extended use of hands, fingers for keyboarding, extended periods of computer entry, walking, reaching, and stooping.
  3. Periodic Exception hours or overtime may be required and will be discussed in advance.
  4. Strong team orientation.
  5. 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.
  6. Excellent attendance and punctuality.
  7. Ability to handle sensitive and confidential business data and personal information.

College/Department Highlights

The Department of Aerospace Studies is responsible to the University president and Department of the Air Force for recruiting, training, and educating over 100 cadets and officer candidates on their path toward commissioning into the United States Air Force and Space Force. The department head and faculty are simultaneously university professors and Air Force officers; other department staff members are Air Force non-commissioned officers. In its military training role, the organization is a numbered unit, Detachment 860, under the Air Force Reserve Officer Training Corps. As such, uniformed/military personnel are expected to rotate out of the department every 3 to 4 years. For more information on the department, see our website: https://www.usu.edu/aerospace/index

University Highlights

Utah State University (USU) was founded in 1888 and is Utah’s land-grant and space-grant university. USU is one of only 146 research institutions in the U.S. classified as R1 “very high research activity” by the Carnegie Classification of Institutions of Higher Education. As one of the two premier research institutions in Utah, USU provides a high-quality education at an affordable price. With its main campus in Logan, the university serves approximately 27,500 students, including 24,255 undergraduates and 3,171 graduate students. USU Online has served students from all 50 states and 55 countries for 25 years.


USU’s statewide system features three residential campuses, 30 total campus locations, and 23 Extension education centers. The university employs 903 full-time faculty members, 124 executive administrators, and 1,649 full-time support staff. USU offers 115 undergraduate majors, as well as 91 master’s and 42 doctoral degrees. Learn more about USU.


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.


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.


USU endeavors to provide reasonable accommodations to ensure equal access in all aspects of employment to qualified persons with disabilities. To request a reasonable accommodation for a disability, please contact the university’s ADA Coordinator in the Human Resource office at 435-797-0122 or submit a request at hr@usu.edu.


USU Land Acknowledgment

Please visit our website to learn about Utah State’s land acknowledgment of the eight tribes of Utah.


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 Matthew Pinner, discrimination@usu.edu, Distance Education Rm. 401, 435-797-1266

Title IX Coordinator Matthew Pinner, titleix@usu.edu, Distance Education Rm. 404, 435-797-1266

Mailing address: 5100 Old Main Hill, Logan, Ut 84322

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


*updated 11/2022


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