Assistance to the Department Head (55%)

• Required Training - Obtain necessary training to support administrative assistant roles, including university compliance (FERPA, Title IX, p-card, driving, etc.), facilities work requests, key requests and management, AdobeSign, Curriculog, Watermark Faculty Success, IDEA student evaluations, AssetView, and others.
• Department Reports – Support department head in compiling data and developing required reports, such as accountability reports, regents’ review, etc.
• Department Meetings - Provide support to department faculty meetings, academic retreats, and department committees, including search committees through scheduling, organization, and communication liaison.
• Department Event Management – Serve as co-lead (with Graduate Programs Coordinator) on department event organization, such as retreats, award programs, seminars, retirement socials, department coffee hour, etc.
• Commencement - Support College and Department commencement responsibilities, including cap and gown rentals.; serve as co-lead (with Graduate Programs Coordinator) representing the Biology Department in commencement organization and communications.
• Faculty Evaluation - Assist with scheduling faculty promotion and tenure committee meetings and annual faculty review meetings. Serve as the liaison to the College in ombudsperson assignments.
• Faculty and Administrative Staff Hiring - Serve as lead support for assisting with hiring documents, faculty role statements, and annual review reports. Assist department head in developing interview schedules and implementation of interview meetings. Serve as liaison with College on hiring protocols. Serve as liaison with HR and Business Services on hiring documentation and visa document processes.
• Website and Directory - Support IT administrator in department website and directory updates.
• Department Newsletter and Communications – Support department head in layout and design of department newsletter and communications.
• Course Syllabi – Compile and archive course syllabi.
• Course Grades - Support department head in gathering grades from academic advisors and faculty for courses assigned to the DH.
• Course Scheduling - Support department administration in course scheduling and teaching assignments.
• Course Materials - Serve as the course materials submission liaison for department.
• Course Evaluations – Administer course evaluations (request course evaluations via The Office of Data and Analytics/Anthology).
• Course Fees – Support department head and business services team in compiling information needed for new and renewed course fee requests.
• Student Scholarships - Support department head and scholarship committees (undergraduate and graduate) in preparation of scholarship award materials, and organizing the annual department awards program.
• Projects/Special Events – Assist department head and administrative staff in projects, data collection, reporting, special events, etc. as

Main Office Management and Customer Service (25%)

• Customer Service – Serve as primary contact representative for department by providing exceptional customer service to employees, students, and visitors.
• Office Management – Organize and supervise operations of main Ensure provision of supplies, troubleshoot and maintain copiers and office equipment, consult with business staff and administration on procurement of equipment/supplies and service contracts.
• Mail and Packages – Receive and distribute mail and packages. Coordinate shipments with business personnel. Oversee support for FedEx shipping information. Direct student office assistant in mail and shipping support tasks.
• Phones – Manage and direct incoming phone calls, set up new phones, and place work orders with Telephone Services. Maintain and update the department phone/address directory, display cases, and bulletin boards in the building.
• Keys – Execute departmental key requests and coordinate annual key
• Office Assistant/Staff Training – Serve as primary training support to Main Office Student Assistant, and support training of new department staff, as needed.
• Support for Department Visitors - Obtain parking validations, provide access to meeting spaces, and support the department administration in hosting visitors, as needed.
• Biology Space Scheduling - Support scheduling of Biology conference rooms and spaces.

Facilities Management and Liaison (20%)

• Department Facilities Oversight – Serve as Department’s main contact for assigned spaces with University Facilities, and provide oversight to facility maintenance and repair needs.
• Facilities Liaison - Represent the Department at University facility meetings and in communications.
• Inventory - Support administrative staff team in completing annual department equipment, space, and key inventories.
• Surplus – support the Biology Safety Committee in close-out of lab and office spaces, and serve as contact for USU Surplus processes.

Minimum Qualification:

• Four years of experience; or an associate degree/technical training plus two years of experience; or a bachelor’s degree is required.

Knowledge, Skills, and Abilities

1. Skilled with computer programs and related software.
2. Excellent critical thinking skills.
3. Skilled in creative problem solving.
4. Skilled with basic office equipment, including printers, copiers, and telephone systems.
5. Good organizational skills.
6. Strong verbal and written communication skills.
7. Ability to handle sensitive and confidential business data and personal information.
8. Ability to work without supervision.
9. Knowledge of University policies and procedures.
10. Excellent customer service skills.

Along with the online application, please attach:

1. Resume to be uploaded in the Candidate Profile

2. Cover Letter to be typed/pasted into a text box at the end of the application

3. Contact Information for 3 Professional References

**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 Department of Biology has been described by many people as the best work environment they've ever had. We are welcoming, accepting, and friendly to all faculty, staff, students, and visitors.

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, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

Utah State University is an equal opportunity employer and does not discriminate or tolerate discrimination including harassment in employment including in hiring, promotion, transfer, or termination based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity, disability, status as a protected veteran, or any other status protected by University policy or any other federal, state, or local law.

Utah State University does not discriminate in its housing offerings and will treat all persons fairly and equally without regard to race, color, religion, sex, familial status, disability, national origin, source of income, sexual orientation, or gender identity. Additionally, the University endeavors to provide reasonable accommodations when necessary and to ensure equal access to qualified persons with disabilities.

In all circumstances, Utah State University follows state and federal laws related to sex-segregated spaces.

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:

For further information regarding non-discrimination, please visit crtix.usu.edu or contact:

U.S. Department of Education

Denver Regional Office

303-844-5695| OCR.Denver@ed.gov

U.S. Department of Education

Office of Assistant Secretary for Civil Rights

800-421-3481 |  OCR@ed.gov

*updated 06/2025