The Office for the Executive Vice President (EVP) & University Marketing and Communications (UMaC) is seeking applicants for a Personnel and Scholarships Specialist (Business Assistant III). Incumbents in this position will utilize their knowledge and related experience to oversee and coordinate personnel and scholarship functions for all departments within the Office for the Executive Vice President & University Marketing and Communications. This position has no supervisory responsibilities and reports to a Business Manager for EVP & UMaC.

Responsibilities – Personnel

1. Handle payroll discrepancy resolutions by clarifying customer complaint, determining the cause, selecting and explaining the best solutions; expediting corrections or adjustments; following up to ensure resolution and providing training in order to eliminate ongoing errors.
2. Manage personnel processes of collecting federal hiring required documentation, initiating background checks, completing EPAFs, ACA compliance, employee set up, and working with department supervisor for any other necessary requests.
3. Process Concurrent Enrollment teaching non-benefited position hires (around 20 per term), ensuring proper access to necessary USU systems for coursework and grading, and tracking of payments and inputting of hours.
4. Oversee leave entry for all department staff currently supported by the business services unit. Pull monthly leave reports for directors and leave managers to reconcile on a monthly basis. Resolve leave/exception discrepancies by working with employees, leave managers, and the Human Resource office to correct any leave issues.
5. Provide USU Human Resources with an annual leave reconciliation report, resolve all discrepancies and retain appropriated backup documents.
6. Other duties as assigned.

Responsibilities – Scholarships

1. Oversee endowment and spendable scholarship indexes for EVP Divisions.
2. Monitor index balances to ensure available funds are not overspent.
3. Coordinate with EVP directors and administrators to award system scholarships.
4. Research gift agreements and ensure donor intent is being met for their scholarship.
5. Coordinate with Advancement on the receipt of donor funds and revisions of gift agreements, if scholarship qualifications are too restrictive.
6. Work with EVP Financial Officer and Business Manager to create new index, scholarship fund code, and account detail code as needed.
7. Assist with establishing scholarship processes and procedures for all awards in EVP.
8. Serve as the liaison for EVP to the USU Scholarship Office.
9. Coordinate the Scholarship Universe cycle and ensure that scholarships are accurately set-up in Scholarship Universe and available for student applications.
10. Coordinate scholarship application timelines with the Financial Managers.
11. Work with review committees to ensure scoring parameters are accurate and that approved scholarship processes are being followed.
12. Manage the collection of letters of appreciation, photos, and other information from scholarship recipients to give to donors to help with engagement and appreciation.
13. Reconcile post-awarding to ensure correct students received awards, as per the committee selections.
14. Other duties as assigned.

Minimum Qualifications

• Six years of related work experience; or an associate degree/technical training plus four years of related work experience; or a bachelor’s degree in a business field plus two years of related work experience is required.
• Competent in the use of computer programs, including Excel, Office and other applications. Proven ability to create formulas and spreadsheets in Excel.
• Strong interpersonal skills along with a demonstrated ability to work collaboratively with a diverse group of people. Able to develop professional documents and accurate reports.
• Able to create a team-based environment within the departments, and colleges.
• Experienced in managing multiple responsibilities and deadlines. Able to organize work responsibilities and self-assess personal performance against target objectives.
• Proactive in resolving issues, setting up processes, and providing high-level customer service.
• Job offer is contingent upon the successful completion of a background check.

Preferred Qualifications

• Experience in payroll processing at USU through AggieTime/Banner.
• Experience in MyTime setting up schedules and/or leave manager.
• Working knowledge of USU’s purchasing and operational policies.
• Keyboarding and ten-key skills to support accurate and timely data entry.
• Experience in ScholarshipUniverse and awarding Scholarships.

Knowledge, Skills, and Abilities

1. Knowledge of USU personnel and scholarship processes and procedures, including Service Now, gift, endowment, Scholarship Universe and system scholarship information
2. Knowledge of accounts reconciliation and ability to reconcile indices & accounts.
3. Skilled with computer programs, including spreadsheets, relational databases, and statistical packages.
4. Skilled with basic office equipment, including printers, copiers, and telephone systems.
5. Good organizational skills.
6. Ability to handle sensitive and confidential business data and personal information.
7. Ability to take initiative and maintain confidentiality.
8. Ability to work without close supervision.
9. Knowledge of University policies and procedures.
10. Excellent customer service skills.

Along with the online application, please attach:

1. Resume/CV to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”
2. Three professional references with contact information
3. Cover Letter to be typed/pasted at the end of your application 

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

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.

Founded in 1888, Utah State University is Utah’s premier land-grant and space-grant university, with a strong commitment to excellence, access, and inclusion. USU serves approximately 27,500 students throughout the state at three residential campuses, eight statewide campuses, and 23 education centers. USU Online has served students from all 50 states and 55 countries for over 25 years, and USU Extension provides outreach and service to all counties in Utah.  

As a land-grant university, USU engages communities and empowers people to lead successful lives of involvement, innovation, and impact. As an R1 research institution, USU provides a high-quality undergraduate and graduate education at an affordable price. Washington Monthly has consistently ranked USU in the top 10 among public universities for contribution to social mobility, research, and public service.  

Utah State is committed to cultivating a diverse, equitable, and inclusive community where different perspectives, values, cultures, and identities are acknowledged, welcomed, and valued. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Learn more about USU. 

The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and reasonable accommodations for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university’s ADA Coordinator in the Office of Human Resources at (435) 797-0122 or hr@usu.edu. 

About the Region

U.S. News and World Report ranked Utah first for its strong economy, fiscal stability, education, and health care. Outstanding outdoor recreational opportunities abound throughout the state, including five national parks, 43 state parks and recreation areas, and 15 alpine ski resorts. The home of USU’s main campus, Logan, is a city of 54,000-plus people in a picturesque mountain valley 80 miles north of Salt Lake City. The Logan metro area claimed the top spot in the Milken Institute’s 2022 ranking for best-performing small cities in the nation. 

*updated 7/2023

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 Cody Carmichael, 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