The College of Veterinary Medicine (CVM) is seeking an Administrative Assistant SR to serve as the dean’s assistant. This position requires an experienced and highly professional individual to support the dean in a team-based work environment. The successful candidate will work primarily with the dean to manage their calendar, create and process documents, organize meetings and events, supervise support staff (including student workers), coordinate promotion and tenure documentation, support development efforts for the CVM, and perform other duties as directed by the dean.

     The essential qualities for the position include self-motivation, dependability, great organization skills, highly detail oriented, the ability to communicate effectively both verbally and in written formats with a wide variety of constituents, and a proficient knowledge of the Microsoft Office software suite (Outlook, Word, Excel, PowerPoint), and other software used for administrative support functions at USU, and excellent customer service skills.

     This position is not eligible for telework.

Dean’s Office Support (40%):

• Provides support in a professional, welcoming manner to faculty, students, staff, donors, and others contacting the Dean’s Office. Takes incoming calls, and corresponds through various written platforms.
• Manages the calendars for the dean, development officer, and Dean’s Executive Leadership Council, and the CVM Advisory Board.
• Prepares meeting agendas and transcribes meeting minutes. Composes, prepares, and proofreads letters, reports, and other correspondence.
• Maintains a strong and productive working relationship with faculty, staff, administration and donors and other stakeholders of the college.
• Coordinates logistics and information flow between the college and its department(s)/unit(s).
• Coordinates with the Provost’s and President’s Offices as needed.
• Initiates and coordinates travel for the dean and development officer.
• Performs other duties as assigned.

Special Projects/Events Support (30%):

• Under the direction of the dean and development officer, and in coordination with associate deans and directors, the incumbent will manage logistical planning and execution of special projects and events (i.e., commencement, awards event, scholarship banquet, donor banquet, and other special events).
• May direct special projects, events or initiatives as identified by the dean, associate deans, and the development officer.
• Ensure that organizational standards and policies for selecting, contracting, and booking venues, vendors, and speakers are upheld at all times.
• For these, and other duties associated with the position, periodic work outside of regular business hours is required.

Development Support (20%):

• Supports the college development officer including coordinating development materials and events, correspondence, gifts of appreciation, stewardship, etc..
• Supports the preparation, and logistical support for the CVM Advisory Council meetings and events.
• Reviews and updates donor information in Millennium while also generating regular and custom reports as requested.

College (10%):

• Serves as the college administrator for promotion and tenure e-Dossier/Interfolio system. Tracks faulty annual role statements and annual reviews.
• Reviews and maintains accurate records of tenured or tenure-track faculty, tenure and promotion committees, third-year reviews, and five-year reviews.
• Maintains accurate promotion and tenure dates and post-tenure reviews.
• In coordination with the HR business assistant, maintains accurate personnel and faculty files.
• College administrator for Watermark Faculty Success (formerly Digital Measures).
• May perform the following duties or oversee other staff in the college with the following:
  • Scheduling conference rooms and the main student forum in the new Veterinary Medical Education (VME) building that is currently under construction
  • Coordinates the Dean’s mail for review
  • Order office supplies, parking passes, and maintain office equipment (i.e., copiers, shredders, etc.
  • Maintains accurate listing of Dean’s Office staff and contact information on USU website and CVM directories
  • Maintains up-to-date CVM organizational chart
  • Acts as the building liaison for college emergency preparedness training, supplies, and serves as the USU Facilities building representative for assigned areas in the VME building

Minimum Qualifications:

• Eight years of experience; or vocational/technical training/associate degree in an office or business field plus six years of related experience; or a bachelor’s degree in a related field plus four years of experience is required
• Strong verbal and written communication skills

Preferred Qualifications:

• Self-motivated, with problem solving skill sets that lead to the ability to use independent judgment and, the ability to manage multiple assignments
• In-depth experience in planning and executing major formal events within the university
• Experience with Watermark Faculty Success (aka - Digital Measures), e-Dossier/Interfolio
• Knowledge of Utah State University policies relating to faculty and the tenure process

Knowledge, Skills, and Abilities:

• Excellent customer service skills and organizational skills
• Ability to handle sensitive and confidential business data and personal  information
• Skilled in the use of relational databases, presentation software, and spreadsheets
• Demonstrable experience with planning and executing successful special projects and events
• Confident in decision making role, with the ability to anticipate, forecast, and prepare for upcoming tasks and events
• Ability to work independently, without supervision
• Knowledge of USU’s Policies and Procedures
• Proficient in the use of basic office equipment (printers, copiers, and telephone systems)

Along with the online application, please upload:

1. Resume/CV to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV"
2. Resume to be uploaded at the beginning of your application in the Candidate Profile under “Documents 1-10"
3. Your personal philosphy on providing great customer service to be uploaded at the beginning of your application in the Candidate Profile under “Documents 1-10"

**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.

     The Assistant to the Dean will be joining the college at an exciting point of transformation. Currently, the USU College of Veterinary Medicine participates in a "2+2" program with the College of Veterinary Medicine at Washington State University and the broader Washington-Idaho-Montana-Utah (WIMU) Regional Program in Veterinary Medicine, which provides instruction to 30 students in each class cohort. The State of Utah approved the creation of a new college and a full four-year Doctor of Veterinary Medicine degree program at USU, with the goal of admitting its inaugual class of 40 students in the fall of 2025 and supporting a class size of 80 veterinary students in subsequent years. The new college is the only veterinary medical education program in Utah.

     The Utah State University College of Veterinary Medicine is dedicated to providing top-tier education and training to the next generation of veterinarians. Our program emphasizes hands-on learning, innovative teaching methods, and a commitment to excellence in veterinary care. Join our dynamic team and contribute to shaping the future of veterinary medicine.

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