Administrative Support III - Nursing

Utah Valley University•Main Campus - Orem, UT

About The Position

Utah Valley University offers an opportunity to play a central role in supporting the success of students, faculty, and staff within a collaborative academic environment. As an Administrative Assistant, you will serve as a key contributor to the department's daily operations, managing a range of responsibilities spanning financial administration, human resources, event coordination, communications, and office management. This position provides meaningful variety, allowing you to apply organizational, problem-solving, and customer service skills while building expertise in university operations and systems. The successful candidate will enjoy a dynamic role that combines relationship-building, technology, and operational leadership. From coordinating schedules and supporting departmental initiatives to maintaining web and social media content, supervising student employees, and ensuring compliance with university policies, this position offers the opportunity to make a visible impact across multiple areas of the department. Individuals who thrive in a fast-paced environment, enjoy working with a wide range of people, and take pride in keeping complex operations running smoothly will find a rewarding career path at UVU.

Requirements

Graduation from an accredited institution with an associate's degree and two years of experience related to the summary of duties; OR any combination of education and/or experience totaling four years.
For Example: Associate's degree and two years of related experience.
OR a bachelor's degree in a related field.
OR an associate's degree and one year of related experience, plus one additional year of college coursework in a related field.
OR completion of 60 college credits and two years of related experience.
OR one year of college coursework and three years of related experience.
OR two years of college coursework and two years of related experience.
Or three years of college coursework and one year of related experience.
OR four years of related experience.
Knowledge of best practices in events, marketing communications, correspondence, and appropriate matters of etiquette in various settings.
Databases and applications (Microsoft Suite, Banner, TIMS, CourseLeaf, Qualtrics)
Office methods, techniques, practices, and procedures.
Proficient in using computers and software applications, including Microsoft Word processing, Excel spreadsheets, email, Teams, internet, databases, and PowerPoint presentations.
Experienced in budget preparation and financial management using Excel.
Capable of preparing and interpreting reports, charts, graphs, and tables.
Strong interpersonal, problem-solving, and decision-making skills.
Exceptional customer service orientation and phone etiquette.
Skilled in planning and executing events, as well as posting relevant content to departmental social media accounts.
Effective verbal and written communication skills.
Ability to perform a variety of administrative duties with minimal or no supervision.
Capable of working independently on multiple tasks, prioritizing, and following projects through to completion.
Skilled in dealing with diverse personalities and high-stress environments.
Able to follow oral and written procedures and instructions.
Anticipates department and student needs.
Communicates clearly and concisely in writing and orally.
Maintains confidentiality of highly sensitive information.
Demonstrates professional demeanor and poise.
Effective in dealing with people of various backgrounds.
Plans and anticipates potential changes, acting accordingly.
Enacts strategic changes affecting multiple stakeholders, including high-level university leadership.
Coordinates activities and projects with other departments.

Responsibilities

Perform advanced and confidential administrative duties.
Maintain up-to-date knowledge of university policies and procedures.
Establish, update, and maintain files, lists, and records.
Coordinate and facilitate meetings, program functions, and special events.
Maintain accurate minutes of meetings.
Manage the department website and social media accounts.
Ensure the front desk is staffed during peak student hours.
Interprets and explains the policies and procedures to faculty, staff, and students, as necessary.
Provides support for the Chair and faculty/staff.
Schedules appointments, meetings, and events.
Organizes meetings, schedules rooms, attends as appropriate, and keeps accurate minutes.
Schedules and coordinates major department events.
Manage department financial activities, budgets, ePAFs, eSAFs, workload reports, requisitions, purchase orders, travel, P-card purchases, index tracking, and reconciliation.
Monitor and reconcile expenditures.
Facilitate repairs by IT and Media Services.
Oversee People and Culture tasks, including posting job openings, assisting search committees, scheduling interviews, and onboarding new employees.
Manage part-time employees, supervise timecards, and maintain accurate payroll records.
Train and oversee lower-level staff and student employees.
Coordinate semester book adoptions with UVU’s Bookstore, publishers, and vendors.
Coordinate and track faculty and student professional licenses, certifications, immunizations, drug tests, and other documentation.
Collaborate with the department chair in preparing semester class and lab/clinic schedules.
Facilitate the submission of schedules.
Communicate with students regarding class changes and other schedule-related matters.
Coordinate with adjuncts regarding class schedules.
Issue parking permits for campus visitors.