Admin Support III - Applied AI Institute

Utah Valley University•Main Campus - Orem, UT

1d•Onsite

About The Position

Utah Valley University's Kahlert Applied AI Institute is seeking an Administrative Support III to provide operational, organizational, communication, and administrative support for the Institute. The position supports faculty, students, industry partners, and staff, contributing to programs and projects focused on the practical application of artificial intelligence in a collaborative academic environment. Working closely with Institute leadership, the role handles budgeting, procurement, calendaring, travel arrangements, event support, communications, digital systems, and office operations. The position requires sound judgment, independence, accuracy, and professional handling of financial, personnel, and institutional information. This is a part-time, on-site role with scheduled hours Monday through Friday, 9:00 a.m. to 1:00 p.m. (20 hours per week). Some weeks may require up to an additional 8 hours for special projects or events, with total hours not to exceed 28 per week.

Requirements

Associate's degree or higher.
Two years of administrative, office support, or closely related professional experience.
Experience with budget management, calendaring, procurement, purchasing, or vendor coordination in a professional setting.
Experience with records management and professional communication.
Proficiency with Microsoft Outlook and Microsoft Office Suite.
Ability to organize and maintain accurate records and files.
Ability to work on-site Monday through Friday, 9:00 a.m. to 1:00 p.m.; some weeks may require an additional 8 hours, with a maximum of 28 hours per week.
Ability to learn university software systems and procedures independently, manage multiple recurring administrative responsibilities, work independently and exercise sound judgment, handle sensitive information professionally, communicate effectively with varied stakeholders, and work reliably and punctually during established hours.

Nice To Haves

Bachelor's degree or higher from an accredited university.
Two or more years of administrative experience in a higher-education, public-sector, or professional-office setting.
Experience with Banner Finance, expense and procurement systems, and scheduling or event-planning systems.
Experience processing personnel transactions in a university or large-organization HR system.
Experience managing or reconciling donor, gift, or restricted-fund indexes, including foundation transfer procedures.
Proficiency with the full Adobe Acrobat suite, including PDF editing, form creation, and document appending.
Experience maintaining website content using a content management system.
Experience planning or coordinating events, workshops, or meetings, including venue reservations and logistics.
Knowledge of university administrative operations, budget monitoring, personnel transactions, procurement, travel, records management, financial tracking and reconciliation, index-based budgeting, allowable costs, expense documentation, office software, records management principles, and professional written communication.
Skills in budget monitoring and transaction reconciliation using Banner Finance and Concur or similar systems; procurement and purchasing; calendar and inbox management; drafting, editing, and formatting written materials; website content maintenance; digital file management in OneDrive or equivalent; and attention to detail.

Responsibilities

Monitor, track, and reconcile the Institute's appropriated operating and donation funding indexes.
Process Foundation Program Transfer Requests for donation-funded expenditures.
Reconcile P-card and travel expenses.
Process requisitions and vendor purchases through university-approved systems and obtain required approvals for food and other purchase categories.
Maintain accurate, audit-ready electronic records of transactions.
Manage the Director's calendar and the Institute email account, and schedule recurring and one-time meetings.
Draft meeting agendas, take notes as needed, track follow-up items, and distribute materials.
Coordinate meeting space requests, process meeting invitations, and track responses through university-approved systems.
Maintain the Institute website using UVU content management systems.
Draft, format, and distribute professional communications and materials; represent the Institute professionally in written and verbal communications.
Handle personnel and organizational change requests promptly, professionally, and accurately.
Support planning and logistics for Institute workshops, events, and meetings, including venue reservations, catering, materials, and setup.
Attend UVU trainings as required.
Maintain and update Institute documentation throughout the year, and organize and manage digital files.