Administrative Assistant to the Vice President for Diversity, Equity, and Inclusion

Overview

Utah State University seeks an experienced and highly professional, administrative assistant to provide comprehensive administrative support to the Vice President for Diversity, Equity, and Inclusion (VP), performing functions and responsibilities critical to the daily functioning of the VP office and affiliated units.

Responsibilities

Administrative Support:

• Manage VP's calendar, schedule meetings, arrange travel, and handle correspondence.
• Screen inquiries and requests, prioritize schedules, and exercise judgment in managing the VP's time effectively.
• Organize meetings and special events, coordinate all aspects including scheduling, venue booking, and agenda preparation.
• Maintain inventory of office supplies and orders as needed.
• Manage print orders and approvals for various departmental materials.
• Compose and format various documents, including notetaking during division meetings.
• Proofread and provide suggestions for divisional materials, publications, and websites.
• Maintain cleanliness and organization of office spaces, ensuring a welcoming environment for all guests. 

Communication and Coordination:

• Coordinate communications regarding division meetings, including agenda creation and distribution of meeting minutes.
• Manage departmental email communications and respond to inquiries promptly.
• Collect and distribute mail and packages for department members, and manage outgoing mail as required.
• Collaborate with IT to procure technology, maintain key inventory, and manage maintenance requests for departmental spaces.
• Serve as the primary point of contact and liaison with other university offices, individuals, and external constituents .

Project and Event Management:

• Manage space reservations and coordinate setup for meetings and events, including liaison with event services and catering.
• Track RSVPs for department events and manage attendee accommodations and dietary restrictions.
• Design and update bulletin boards with relevant information and upcoming events.
• If needed, track and manage proposals through the Curriculog system.

Human Resources and Operations:

• In collaboration with Business Services and HR, manage job postings, applicant information, and hiring processes for the department.
• Supervise team meetings for department assistants, offering support and guidance as necessary.
• Manage asset tracking, equipment distribution, and facility maintenance requests.
• Manage regular bill payments, subscriptions, and services for the department.
• Supervise hourly staff and student employees as needed.

Note: Other duties as assigned.

Qualifications

Minimum Qualifications

• Six years of experience; or vocational/technical training/associate degree in an office or business field plus four years of related experience; or a bachelor's degree in a related field plus two years of experience is required.

Knowledge, Skills, and Abilities

• Skilled with computer programs, including spreadsheets, relational databases, presentation software, and graphic packages.
• Excellent critical thinking skills.
• Skilled in creative problem solving.
• Skilled with basic office equipment, including printers, copiers, and telephone systems.
• Excellent organizational skills.
• Strong verbal and written communication skills.
• Ability to handle sensitive and confidential business data and personal information.
• Ability to work independently with minimal 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”

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

 

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

Advertised Salary

Minimum $45,000; Commensurate with Experience plus Excellent Benefits

ADA

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.

University Highlights

Founded in 1888, Utah State University is Utah’s premier land-grant and space-grant university, with a strong commitment to excellence, access, and inclusion. USU serves approximately 27,500 students throughout the state at three residential campuses, eight statewid