The Program Assistant III provides comprehensive administrative and operational support to the School of Teacher Education and Leadership (TEAL), ensuring accurate and timely coordination of scholarships, financial processes, academic program functions, inventory oversight, and event planning. This position works collaboratively with faculty, staff, and university offices. Key responsibilities include managing departmental scholarship processes; coordinating committee meetings and financial awards; maintaining non-capital inventory and asset records; supporting academic program admissions and student file management; ensuring compliance with financial and registration procedures; and organizing major departmental events such as the Annual Awards Ceremony and Winter Celebration Dinner. The Program Assistant III plays a vital role in supporting student engagement, upholding data integrity, facilitating smooth operations, and contributing to the welcoming and efficient functioning of the department.

This position includes excellent benefits such as 13 paid holidays; 12 days of vacation and 12 days of sick leave per year; 50% tuition reduction for employee, spouse, and dependents; competitive health benefits packages and a generous contribution toward your retirement. View more information here: Summary of Benefits 2024-2025

Scholarship and Financial Coordination:

• Facilitates departmental scholarships accuracy in the university system.
• Schedules and facilitates scholarship committee meetings.
• Coordinates award amounts with the Business Manager to the College Scholarship Specialist.
• Documents donations and sends thank-you letters to donors.
• Purchases Dept travel accommodations as needed.
• Verifies accuracy of supervisor mileage reimbursement requests.
• Ensures financial course attribute accuracy.
• Acts as receipt attacher for dept cardholders as assigned.

Inventory and Asset Management:

• Verifies and maintains non-capital inventory annually.
• Assigns and tracks asset inventory numbers in the Asset Management system.
• Maintains off-premises equipment forms and ensures updates and returns are recorded as needed.
• Maintains department technology loan equipment records for temporary use.

Program Administration:

• Maintains program admission applications and student records.
• Prepares admissions statistics and submits data to university offices for registration clearance.
• Supports STEP and EAT meetings (e.g., attendance, minutes, application tracking).
• Enters course and program changes, catalog updates, and website content in coordination with the Department Head’s Staff Assistant.
• Supports the Office of Field Experiences, including STEP/ELED application processing and student file management.
• Coordinates with block coordinators and instructors on enrollment, evaluations, and section capacity.
• Monitors student status (GPA, background checks, etc.) and communicates deficiencies to advisors and the Business Manager.
• Schedules and tracks student observation hours with EBLS teachers.
• Conducts ELED 1010 class visits to present observation guidelines and scheduling tools.

Event Planning:

• Requests budget approval for all events with the Business Manager.
• Coordinates needed event purchases with Business Assistant.
• Arranges the department’s Annual Awards and Scholarship Ceremony, including donor communication and full event logistics (catering, venue, presenters).
• Organizes the department’s Annual Winter Celebration Dinner including full event logistics (catering, venue, presenters).
• Assists with the Annual Faculty Retreat as requested by the Department Head’s Staff Assistant.

Other:

• Updates department directory under the direction of the business manager.
• Provides coverage for main office staff as needed.
• Completes other duties as assigned.

Minimum Qualifications:

• Four years of experience; or an associate degree/technical training plus two years of experience; or a bachelor’s degree or an equivalent combination of education and experience.

 Knowledge, Skills, and Abilities:

• Field specific knowledge, skills, and abilities as described in recruitment notice.
• Ability to make routine decisions.
• Skilled in creative problem solving.
• Skilled with basic office equipment, including printers, copiers, and telephone systems.
• Ability to coordinate and organize meetings and/or special events.
• Records maintenance skills.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Database management skills.
• Basic computer skills.
• Ability to create, compose, and edit written materials.
• Knowledge of communication principles, media, and marketing techniques.
• Ability to handle sensitive and confidential business data and personal information.
• Knowledge of University policies and procedures.
• Ability to take initiative and work without close supervision.

Along with the online application, please attach:

1. Current resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”
2. A list of the names and contact information of four professional references, at least two of which must be current or previous direct supervisors, to be entered into Candidate Profile
3. A cover letter to be typed/pasted into a text box at the end of the 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.

Department Highlights:

The School of Teacher Education and Leadership offers graduate programs including an MEd in instructional leadership, an administrative/supervisory concentration, an MS, MEd, and EdS in curriculum and instruction and a PhD in curriculum and instruction with doctoral concentrations in instructional leadership, literacy education and leadership, mathematics education and leadership, cultural studies, and science education. We offer undergraduate programs for early childhood education (K-3), elementary education, and the professional education framework leading to secondary education licensure in other teaching majors. We also offer endorsement programs in early childhood education, reading education, gifted and talented education, and ESL education.

As part of a land grant institution, we deliver our programs to students on campuses across the state of Utah through interactive broadcast and online delivery. We value our partnerships with local, state, national, and international leaders and welcome the many ongoing opportunities we have to collaborate toward common goals. Drawing on the extensive knowledge base in both theoretical and practice-oriented research, we design programs and research focusing on increasing the quality of teaching, learning, and leadership within complex local and global contexts. This involves creating equitable educational opportunities for all students, as well as preparing researchers and instructional leaders to use evidence-based instruction that results in improved student achievement and equitable opportunities in schools for all students.

College Highlights:

The Emma Eccles Jones College of Education and Human Services is committed to inclusive excellence in research, teaching, and service activities across a wide array of education and human service fields.  The college is home to eight academic departments with approximately 200 faculty who are engaged in innovative research and high-quality graduate and undergraduate education. The college’s programs and outreach missions are strengthened by an on-campus elementary laboratory school and five stand-alone centers, including the Sorenson Legacy Foundation Center for Clinical Excellence. Faculty, students, and staff within the college also engage with a broad range of community partners to both provide opportunities for community-engaged research and learning and enhance the quality of education and human service programs throughout the state of Utah.

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 and serving the public good through innovative research and scholarly activities that are grounded in reciprocal engagement with local, regional, and global communities. USU prepares students to be active, civically engaged leaders who are prepared to address critical societal challenges. Dedicated to providing a high-quality and affordable education, USU remains a leader in research, discovery, and public impact.

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 02/2025

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