Staff Assistant II or III

Overview

The ArtSci Dean’s Office is seeking applicants for a Staff Assistant II or III. The position will be hired at either level II or III based upon qualifications and experience along with the scope and responsibilities assigned. A Staff Assistant III will have more responsibilities with an increased scope and complexity of duties.  This position requires a highly professional, collegial, detail-oriented and experienced staff assistant to work in a team-based office environment, requiring a high level of confidentiality. This individual will primarily assist the staff with administrative tasks, clerical support, and day-to-day college-wide operations. This is a full-time position Monday-Friday, 8:00 am - 5:00 pm.

 

Job offer is contingent upon the successful completion of a background check

Responsibilities

Responsibilities:  

• Perform administrative support tasks for the associate deans.  
• Scheduling appointments and meetings as requested. 
• Help coordinate travel for associate dean’s according to USU guidelines. Request travel authorizations and reimbursements. 
• Assist with the monthly event ‘Science Unwrapped’. 
• Help to set-up and take-down each event. 
• Coordinate with ambassador volunteers as directed.  
• Flexabilty to work outside of normal business hours to support college events. 
• Order and stage supplies related to recruitment and outreach efforts.  

Office operations: 

• Oversee the purchase of supplies and keep a running inventory for the office following USU policy and procedures.  
• Greet visitors; answer, screen, and route telephone calls and voicemails in a pleasant and professional manner.  
• Act as liaison for office with Facilities - call in repairs, etc. as needed. 
• Perform daily tasks associated with the smooth operation of the Dean’s office.  
• Provide general clerical support/process documents/event planning/coordination for the programs and events as required.  
• Distribute incoming and outgoing mail.  
• May coordinate with the central web team on website content updates. 
• Provide a wide range of general staff assistant support as needed.  
• Other duties as assigned. 

Fundamental Abilities 

• Within the scope and complexity of each position’s responsibilities, each incumbent is expected to possess and demonstrate the following abilities: 
• Communicating: Communicates effectively both verbally and in writing.  
• Problem solving: Analyzes information and evaluates results to select the best solution and solve problems.  
• Monitoring: Measures performance of self; makes improvements and takes appropriate corrective action. 
• Critical Thinking: Comes to well-reasoned conclusions, solutions, and approaches to problems. 
• Team Building: Works to create a team-based environment. Consistently demonstrates cooperative behavior with colleagues, supervisors, and customers. 
• Active Listening: Gives full attention when others are speaking; listens to understand, asks questions as appropriate, and does not interrupt. 
• Service Orientation: Actively seeks opportunities to help others. 
• Conflict Resolution: Acts professionally when encountering customers who, at times, may be frustrated or threatening.  

Core Characteristics 

As representatives of Utah State University and primary contributors to its mission, all employees are expected to demonstrate the following characteristics:  

• Take initiative 
• Maintain confidentiality. 
• Be accountable. 
• Behave ethically. 
• Be honest and trustworthy. 
• Demonstrate a strong work ethic. 
• Be inquisitive. 
• Be detail oriented. 
• Be self-motivated. 
• Efficiently manage multiple tasks. 
• Be a team player. 
• Be committed to improving USU.  

Disclaimer  

• This position description indicates the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to the position.  

Qualifications

Minimum Qualifications:  

• For Staff Assistant II: Two years of experience in an office setting or an associate degree/vocational training is required.
• For Staff Assistant III: Four years of experience; or an associate degree/technical training plus two years of experience; or a bachelor’s degree is required.  
• Proficient computer skills using programs such as Microsoft Word, Excel, WordPerfect, PowerPoint and vario