Job Details

Administrative Support III - Graduate Program

Position Number: 6077480
Location: Orem, UT
Position Type: Admissions/Enrollment

Administrative Support III - Graduate Program

Salary: $38,104.51 - $44,828.83 Annually
Job Type: FT Exempt Salaried Staff
Job Number: FY2504045
Closing: 3/27/2025 11:59 PM Mountain
Location: 800 W University Parkway, Orem
Division: VP Academic Affairs

Position Announcement

Utah Valley University is seeking a dedicated and detail-oriented Administrative Assistant to support the Graduate Program within the Woodbury School of Business. This role is pivotal in ensuring smooth office operations by providing clerical and administrative support to the WSB Graduate Director and staff. As a key point of contact for prospective students, the Administrative Assistant plays an integral role in creating a welcoming and professional environment while managing essential office functions, including event coordination, inventory tracking, and database management.

The ideal candidate is highly organized, adaptable, and comfortable working collaboratively with various team members within the suite. This position is responsible for maintaining accurate records, facilitating meeting minutes, and coordinating logistics for program-related events and student engagements. Representing the graduate programs in professional settings such as career fairs, student events, and orientations, this individual should possess strong interpersonal skills and a proactive approach to supporting both students and staff. Occasional evening and weekend event participation is required. If you are passionate about higher education and thrive in a dynamic, student-focused environment, we encourage you to apply!

Summary of Responsibilities

Performs advanced and confidential administrative support duties, including composing routine to complex correspondence, agendas, meeting minutes, maintaining calendars and files, and obtains knowledge of policies/procedures. Maintains databases and schedules appointments, meetings and events. Maintains inventory of office supplies, swag and student materials. Informs students, faculty, and public of programs, departmental and university services. Responds to inquiries for program information. Networks and develops working relationships across university departments. Coordinates the processing of department financial documents including requisitions, purchase orders, travel requests, index tracking and reconciliation budget balances, etc. Coordinates with payroll and human resources departments to process employment postings, TIMS, ePAFs, new hire paperwork, and submission. Maintains inventory of office equipment and supplies. Monitors and reconciles departmental expenditures.
Provides ongoing communication to prospective students and applicants. Meets with students and answers basic questions. May review incoming confidential documents for graduate applications. Key contact to attend career and graduate fairs, tabling events, etc. where prospective students attend.
Works with office personnel in planning and executing events for prospective students, current students and alumni.
Performs miscellaneous job-related duties as assigned.

Qualifications / Licenses / Certifications

A standard high school diploma or equivalent plus four years of previous administrative experience with related key roles and responsibilities is required.

Preferred Qualifications

Prefer an associate's degree or higher in business or other administrative field.
Previous experience planning events, meetings, and projects is preferred.

Knowledge / Skills / Abilities

Knowledge

Knowledge of administrative office methods, techniques, practices and procedures.
Knowledge of basic accounting and budgeting procedures.
Knowledge of Microsoft Office Suite of applications (i.e., Excel, Word, PowerPoint, Access, Outlook, MS Teams), and other software applications such as Google Drive, Dropbox, and Explorer.
Knowledge of spreadsheets and experience with database management.

Skills

Skills in office methods, techniques, practices and procedures.
Skills in the use of computers and computer software applications including word processing, spreadsheets, email, internet, database, and
presentations.
Skills in the preparation and interpretation of reports, charts, graphs, and tables.
Skills in interpersonal communication, problem-solving and decision making.
Skills in customer service and phone etiquette.

Abilities

Ability to work independently.
Ability to perform a variety of administrative support duties with minimum supervision.
Ability to effectively communicate with students and others, network and represent department at events.
Ability to follow verbal and written procedures and instructions.
Ability to communicate effectively, verbally and in writing.
Ability to meet and work with people of diverse backgrounds.
Ability to coordinate and assist in the preparation and monitoring of departmental financial transactions.
Ability to multi-task, prioritize and follow projects through to successful completion.
Ability to maintain confidentiality with sensitive information.
Ability to maintain calendars and schedules and track multiple projects simultaneously.
Ability to follow verbal and written procedures and instructions.
Ability to demonstrate professional demeanor and poise.

EEO Statement:

UVU employment decisions are made on the basis of an applicant's qualifications and ability to perform the job without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age (40 and over), disability, veteran status, pregnancy, childbirth, or pregnancy-related conditions, genetic information, or other bases protected by applicable federal, state, or local law.

To apply, please visit https://www.schooljobs.com/careers/uvu/jobs/4868740/administrative-support-iii-graduate-program

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