Staff Assistant II

Overview

The department of Biology is looking to fill the position of a Staff Assistant II.  This position reports directly to the Department Head and is responsible for operations of Biology’s Main Office, is the Administrative Assistant to the Safety Committee, and the Department Liaison to USU Facilities. The incumbent is often the first point of contact for department, coordinates implantation of safety protocols, troubleshoot facilities issues, and interfaces with multiple offices across campus to facilitate the day‐to-day operations of the Department of Biology.

Responsibilities

Main Department Office Support (40%)

• Customer Service – Serve as first line representative for department by providing exceptional customer service to faculty, staff, students, and visitors.
• Mail and Packages – Receive and distribute mail and packages. Coordinate FedEx shipments with business personnel. Direct student office assistant in receiving packages, etc., as necessary.
• Phones – Manage and direct incoming phone calls, set up new phones, and place work orders with Telephone Services.
• Student Assistant Training – Assist in training Student Office Assistants in operations related to the main office. Assist supervisor in assigning duties to Student Office Assistant.

Assist Office Administrator (35%)

• Scheduling Conference Rooms – Schedule conference rooms per Department policy and protocol. Direct other staff in scheduling conference rooms appropriately. Serve as Department liaison for scheduling of common spaces by other units (e.g., atriums, courtyard).
• Projects/Special Events – Assist Office Administrator in projects, data collection, reporting, special events, etc. as assigned. Serve as staff representative on the Department’s Safety Committee and attend monthly meetings. Main Office liaison with Department Teaching Lab Manager to conduct lab safety audits, maintain required safety documentation, and assist in closeout/cleanout of research labs when faculty depart and new faculty arrive. Assist with faculty, graduate, and research associate office space closeout/cleanout.
• Office Assistant – Assist in management operations of main office. Ensure provision of supplies, troubleshoot and maintain copiers and equipment, consult with business staff and administration on procurement of equipment/supplies and service contracts. Maintain display cases, and bulletin boards in the building.
• Assist with Facilities Duties – Assist Office Administrator with managing Biology spaces, including requesting Facilities repairs/maintenance needs, Departmental inventory processes (equipment, keys, etc…), and Surplus. Attend meetings with Facilities when needed.

Departmental Support (25%)

• Department Events – Assist Office Administrator and Department Graduate Programs Coordinator with: Faculty/Staff Retreat, Undergraduate Research Symposia, Graduate Student Recruitment Weekend, Biology Seminar Series, Coffee Hours, College Commencement, and other departmental events.
• Potential duties include: Secure venue, work with caterers, arrange entertainment, help organize schedules, purchase flights and lodging for visitors, prepare and set up decorations, organize and set up food/snacks/drinks, send email reminders, hang posters, and provide support to the Office Administrator, Graduate Programs Coordinator, Academic Advisors, and Business Services.

 

Qualifications

Minimum Qualifications:

• Two years of experience in an office setting or an associate degree/vocational training is required.

Knowledge, Skills and Abilities:

• Skilled with computers and related software.
• Skilled with basic office equipment, including printers, copiers, and telephone systems.
• Good organizational skills.
• Strong verbal and written communication skills.
• Ability to handle sensitive and confidential business data and personal information.
• Ability to work without supervision.
• Knowledge of University policies and procedures.
• Excellent customer service skills.

Required Documents

Along with the online application, please attach:

Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV

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

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

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

Advertised Salary

Commensurate with education and experience, plus excellent benefits

ADA

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature cha