Executive Assistant for Academic Affairs

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Executive Assistant for Academic Affairs

Salary

$55,000.00 - $57,000.00 Annually

Location

St. George 84770, UT

Job Type

Full-Time Staff

Job Number

25PRO681-1

Division

Academic Affairs

Department

Academic Affairs

Opening Date

08/29/2024

Closing Date

9/15/2024 11:59 PM Mountain

• Description

• Benefits

• Questions

Position Announcement

Under the direction of the Provost and Vice President of Academic Affairs (VPAA), provides complex and confidential administrative support for the Provost’s Office. Manages the delivery of executive, organizational, and high-level assistance, requiring discretion and independent judgement in all aspects of work to advance divisional goals. Daily responsibilities include arranging meetings and events, communications through media channels, preparation of reports, processing paperwork, and providing quality customer service to faculty, staff, students, and the public. Serves on multiple campus committees as assigned/needed and serves as a liaison between the Vice President and faculty, students, and staff. Additional information about the division can be found online athttps://academics.utahtech.edu/.

Responsibilities

• Provide executive support to the VPAA and Provost’s Office, including various subcommittees and groups within Academic Affairs, involving arranging for space, food, technology, etc. Maintain calendar of events for division-wide meetings and events and assist with marketing and promoting said events.

• Screen phone calls, coordinate mail, welcome and coordinate office visitors, screen and work with vendors and other walk-in traffic. Assist VPAA with materials addressed to their attention and initiate appropriate staff action on these and other matters, as appropriate.

• Organize Dean’s Administrative Specialists to meet university catalog deadlines and serve as coordinator of Dean’s Administrative Specialists and academic department administrative assistants for training, communications, transparency, concerns, etc.

• Compile, compose, edit, produce, and distribute detailed memos, letters, emails, correspondence, complex projects, reports, speeches, presentations, and other documents (as required by VPAA) to the Board of Regents, Board of Trustees, faculty and staff groups, etc.

• Oversee VPAA office assistants and support staff, including HR paperwork, bi-weekly timecards, etc.

• Maintain proficiency in use of school database systems, such as Banner, Argos, etc. Be proficient with Microsoft office.

• Compile and maintain information needed for confidential files and records within the Academic Affairs office. Prepare reports and receive student and faculty complaints.

• Perform other duties as assigned.

Qualifications

• Bachelor’s degree in business, communications, design, or public administration from an accredited institution required. Post-graduate degree or coursework preferred.

• At least five (5) years’ executive or administrative support experience required; experience working in higher education preferred.

• Must be well organized, flexible, and enjoy the administrative challenges of working with a number of departments. Ability to concentrate on detailed projects during numerous interruptions by telephone or from walk-in inquiries.

• Ability to write professional memoranda.

• Ability to prepare PowerPoint or related presentations.

• Ability to use Microsoft Office suite and learn new computer programs (Banner and other University-specific programs, etc.) to accomplish tasks. Basic marketing, graphics and promotions skills preferred.

• Knowledge of general office practices and procedures, as well as office equipment, such as computers, copy machines, fax machines, etc.

• Ability to exercise tact in dealing with irate, abusive, or upset persons on telephone or in person; ability to maintain confidentiality.

• Knowledge of English grammar, punctuation, and correspondence forms.

• Knowledge of telephone etiquette and professional communications.

• Ability to exercise important human relations skills in establishing and maintaining effective working relations with the University community.

Supplemental Information

POSITION DETAILS, COMPENSATION AND BENEFITS: Full-time overtime-exempt staff position. Annual salary of$55,000-$57,000depending on qualifications and experience. Desired start date ofOctober/November 2024. Excellent benefits package included that begins on start date; includes medical, dental, vision, employee assistance and wellness programs, life, disability, retirement, undergraduate tuition waivers for employees and eligible dependents, as well as paid holidays in addition to sick and vacation leave accruals. Seehttps://humanresources.utahtech.edu/employee-benefits/under "Benefits Summary" for more details.

ELECTRONIC APPLICATION PROCEDURES: Application review beginsSeptember 16, 2024. Submit application materials (including resume contents and contact information for three professional references) and upload cover letter electronically. If, because of a disability, you need special services or facilities in order to apply for this opening, please call the Human Resources Office at (435) 652-7520.

ABOUT THE UNIVERSITY: Utah Tech University is an open, comprehensive, polytechnic institution, committed to exceptional student learning and success that has adopted an instructional approach of "active learning. active life" and a culture of innovation and entrepreneurship. We seek faculty and staff committed to creating an active, applied and career-oriented learning environment that is student-centered. Established in 1911 as a community college and in 2013 as a state university, our University is located in picturesque southwestern Utah, approximately 120 miles north of Las Vegas. The area is renowned for its red rocks, desert climate, over 300 days of sunshine annually, and featuring easy access to world-class outdoor recreational opportunities.Click here to learn more about the University (https://about.utahtech.edu/) .

Utah Tech University is a fast-growing Utah public institution of higher education, with more than 12,000 students. We offer over 250 programs, including masters, bachelors, associates, certificates, endorsements, minors, and/or emphases. We seek to recruit and retain diverse and ambitious faculty and staff who bring new ideas, possess values and career aspirations aligned with the mission and vision, and are inspired to build a premier open, comprehensive, polytechnic university. Utah Tech University is an Equal Opportunity / Affirmative Action employer; the President and employees of the University are fully committed to Affirmative Action within its employment programs and activities. Utah Tech does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, pregnancy, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or the University’s non-discrimination policies:

• Director of Equity Compliance / Title IX Coordinator: Hazel Sainsbury -titleix@utahtech.edu, HCC 579, 435-652-7747.

• Deputy Title IX Coordinator: LaShun McGhee -titleix@utahtech.edu, 435-652-7731.

For further information regarding non-discrimination, please visithttps://titleix.utahtech.edu/or contact:

• U.S. Department of Education, Office of Assistant Secretary for Civil Rights,ocr@ed.gov, 800-421-3481.

• U.S. Department of Education, Denver Regional Office,ocr.denver@ed.gov, 303-844-5695.

The University provides key institutional information regarding Academics, Campus Safety, Student Services, Employment Laws, and other requirements per the Higher Education Act and other consumer information requirements to prospective students, students, UT employees, and prospective employees online athttps://utahtech.edu/right-to-know/andhttps://police.utahtech.edu/clery-act/.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification.

Click here to visit https://humanresources.utahtech.edu/employee-benefits/to learn more about the wonderful benefits available to you as a Utah Tech employee!

Highlights from Utah Tech's benefits package include:

• 14.2% retirement contribution, paid 100% by the employer (no match required), vested on day 1 of full-time employment;

• Regular undergraduate tuition waiver (paid at 100%) for employee, spouse, and unmarried dependent children to take courses at Utah Tech;

• Full medical, dental, and vision plans, with low employee-paid premiums, that begins on day 1 of full-time employment;

• Flexible Spending Accounts or Health Savings Accounts available;

• Employer-paid basic life insurance & disability insurance coverage from day 1 of full-time employment;

• Generous staff leave accruals, plus 12 paid holidays per calendar year.

  01

  The following attachments are required to apply for this position. The size limit on a single attachment is 5 MB. You may attach up to 10 attachments. If you do not submit all of the required documents, your application may not receive full consideration. You will not be able to edit or add to your application once it has been submitted. Cover Letter Resume Contact information (including email) for three professional references Have you uploaded these documents?

• Yes

• No

  02

  Which pronouns do you use? Check all that apply.

• He, Him, His

• She, Her, Hers

• They, Them, Theirs

• Other

  03

  Will you hold at least a Bachelor's degree in the required area for this position by the desired start date?

• Yes

• No

  04

  Do you currently have at least five years of experience as listed in the job announcement?

• Yes

• No

  Required Question

Agency

Utah Tech University

Address

Human Resources

225 S. University Avenue

St. George, Utah, 84770

Phone

435-652-7520

435-879-4521

Website

http://humanresources.utahtech.edu