Utah State University (USU) is seeking a highly organized and professional Chief of Staff Assistant to provide executive level administrative support to the Vice President of Institutional Affairs & Chief of Staff. This position plays a crucial role in facilitating efficient operations within the office of the president and supporting the broader initiatives of the university. The ideal candidate will possess exceptional organizational skills, attention to detail, and the ability to handle sensitive information with discretion and professionalism. This position is telework eligible within the state of Utah. 

• Organize and manage travel arrangements for the Chief of Staff, and President’s Driver, including booking transportation, accommodations, and preparing itineraries.
• May assist with planning and scheduling content on official social media channels to promote institutional initiatives and engagements.
• Oversee P-card purchases, ensuring compliance with university policies and maintaining accurate records.
• Maintain organized filing systems for office records, correspondence, and other documentation.
• Review and proof correspondence and official documents for accuracy, clarity, and consistency.
• May regularly update and maintain the office’s web presence to ensure content is accurate, relevant, and engaging.
• Keep organizational charts current and accessible for internal and external use.
• Manage the payment and tracking of office subscriptions, ensuring renewals are timely and resources are effectively utilized.
• Administer and update email distribution lists, ensuring accurate and efficient communication between stakeholders.
• Coordinate and process speaker requests for the President.
• Handle key ordering and reporting, maintaining secure records and ensuring access control protocols are followed.
• Perform other administrative duties as assigned, demonstrating flexibility and adaptability to changing priorities and responsibilities.

Minimum Qualifications:

• 6 years combination of education/experience (e.g. Bachelor’s degree required and 2 years of relevant experience OR 6 years experience).
• Proven experience in an administrative support role, supporting executive-level leadership.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple tasks and priorities simultaneously.
• Excellent written and verbal communication skills, with the ability to communicate effectively with individuals at all levels of the organization.

Knowledge, Skills, and Abilities:

• Ability to exercise discretion and maintain confidentiality when handling sensitive information.
• Strong interpersonal skills, with the ability to work collaboratively in a team-oriented environment.
• Ability to anticipate needs, problem-solve, and take initiative to ensure tasks are completed accurately and efficiently.
• Knowledge of university policies, procedures, and protocols is desirable.

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. Name and contact information for 3 professional references to be entered into Candidate Profile

3. Cover letter to be typed/pasted at the end of your application

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

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Founded in 1888, Utah State University is Utah’s premier land-grant, public service university. As an R1 research institution, Utah State is dedicated to advancing knowledge through research and scholarly activities, providing a high-quality undergraduate and graduate education at an affordable price.

USU enrolls 28,900 students, both online and in person at locations throughout the state. Utah State’s 30 locations include a main campus in Logan, Utah, residential campuses in Price and Blanding, and six additional statewide campuses, along with education centers serving every county. USU Online educates students from all 50 states and 55 countries. For over 25 years, USU Extension has served and engaged Utahns in all of Utah’s counties.

Competing at the NCAA Division I level, USU is a proud member of the Mountain West Conference and will join the Pac-12 Conference beginning in the 2026-2027 season. The Aggies’ long-standing tradition of athletic and academic excellence is exemplified by conference championships in multiple sports, reflecting USU's commitment to perseverance and achievement.

Utah State is dedicated to fostering a community where all individuals feel respected, valued, and supported. 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. Forbes recognized our commitment to employees when they named Utah State the best employer in Utah in 2023. 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. 

*updated 01/2025

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

*updated 09/2023