Staff Assistant III

Overview

The University Honors Program (UHP) requires an experienced and highly professional staff assistant to work with students, faculty, administrators, staff, alumni, and other stakeholders in a growing, nationally recognized program critical to the mission of Utah State University. The primary functions of the position are office management and administrative/staff support (including administrative assistance for the Executive Director); public relations, communications, and coordination of activities and programming; and student and faculty support. The program seeks a detail-oriented, efficient, and articulate assistant capable of both independent and collaborative work and skilled in office duties and processes, professional writing and correspondence, clear and helpful communication with the public, administrative assistance, calendar and meeting coordination, database and records management, office software and equipment, and maintenance of the UHP website and marketing materials. This individual must balance the ability to work independently in providing high-level administrative support to a large, complex program with the capacity to collaborate with team members in supporting the long-term initiatives of the UHP, with the expectation of excellence in both areas.

Responsibilities

1. Office management and administrative/staff support (40%)

• Performs office duties, including answering phones; directing calls to appropriate parties; entering data and maintaining accurate participant databases and records; filing and organizing UHP Box folders; and preparing or updating forms and paperwork.
• Works independently to provide administrative support to the Executive Director of a large, complex program, including screening inquiries and requests; using judgement and tact to prioritize schedules, calendars, and meetings; making appointments; coordinating meetings/conferences; and assisting with travel authorizations and return-from-travel documentation.
• Provides logistical support for UHP events and other programming; general scheduling and meeting coordination; and inventory and maintenance of consumable office supplies and branded swag/medallions, durable equipment (copier/printer and technology), and facilities (office, classroom, conference room).
• Greets and directs visitors, representing the program in a positive manner and creating a professional office environment with regular, dependable hours.
• Sorts, screens, and distributes incoming and outgoing mail, including mail merges and large-scale printing projects.
• Seeks ways to improve efficiency of services and develops processes to streamline procedures.

2. Communication and Coordination (30%)

• Assists students, staff, and superiors with highly varied, complex, and non-recurring questions and/or problems and responds promptly, thoughtfully, and professionally to incoming email and communications.
• Serves as a liaison with other departments and constituencies in the resolution of matters concerning the activities and operations of the UHP.
• Composes, drafts and edits various standard documents, correspondence, and reports.
• Regularly reviews and updates website content.
• Helps to design, update, or revise written and graphic program publications, such as recruiting materials, invitations, programs, flyers, PowerPoint presentations, weekly electronic newsletters, and program announcements.

3. Student and Faculty Support (25%)

• Provides students, parents, faculty, and/or members of the general public with accurate, clear information about program-specific requirements, application processes, curriculum, events, and opportunities.
• Assists UHP staff in recruiting by helping to update written or visual materials; purchase appropriate swag; support honors student ambassador hiring and training; and help organize student help for local recruiting, orientation, and Honors Connections events.
• Organizes UHP admissions decisions and processes by updating new student databases, answering application and other questions, and managing all correspondence related to admissions decisions in a timely manner.
• Supports the UHP staff, students, and faculty by helping train student employees and process research, professional development, and travel funding requests.

4. Other (5%)

• Personal professional development, including courses, training, conference travel, or other appropriate forms of professional development.
• Other duties, as assigned.

Qualifications

Minimum Qualifications:

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

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