Staff Assistant III

Utah State University•Logan, UT

1d•Onsite

About The Position

The Office of the Vice President for Finance and Administrative Services is seeking applications for a Staff Assistant to provide direct administrative support to the Executive Assistant, Real Property Director, and Executive Director. This position will also serve as the first point of contact for visitors and assist in keeping meetings on schedule by providing timely reminders. Additional responsibilities include providing general office support and backup coverage. The successful applicant will be friendly, collaborative, detail-oriented, self-motivated, and highly organized, with the ability to work effectively in a team environment. A strong sense of ownership and initiative are essential.

Requirements

Four years of experience in office-related work, or an associate degree/technical training plus two years of experience or a bachelor’s degree.
Excellent spelling, grammar, letter writing, and proofreading skills.
Excellent interpersonal and proven customer service skills with the ability to communicate in a professional manner.
Ability to maintain a positive attitude.
Strong computer skills in Microsoft Office (Word, Excel, Outlook and PowerPoint).
Ability to handle sensitive and confidential business data.
Ability to adapt to urgent needs and follow up with others to ensure timely reviews.
Be proactive by identifying and addressing tasks independently, with minimal supervision or prompting.
Adapt to feedback and changing priorities.
Skilled with standard office equipment, including printers, copiers, scanners, and telephone systems.
Problem-solving skills with the ability to identify issues and discuss solutions.
Provide constructive feedback when requested.
Ability to interact professionally and courteously with visitors.
Good organizational skills.
Ability to work without supervision.

Nice To Haves

Knowledge of University policies and procedures
Knowledge and experience with Service Now, EZ Buy, and real property software
Experience in higher education.
Experience with contracts and real property documents.

Responsibilities

Provides direct administrative support to the Executive Assistant, Real Property Director, and Executive Director including manage calendars, coordinate travel arrangements, draft property-related documents and reports, route contracts for review and signature, and draft resolutions and reports to obtain approval by the Board of Trustees.
Understand and follow USU and Utah System of Higher Education policies to ensure appropriate approvals are obtained by Board of Trustees and Utah Board of Higher Education.
Assist with the implementation of a real property software tool.
Greets and directs visitors.
Sort, screen, and distribute incoming and outgoing mail.
Oversee/conduct annual key and equipment inventory.
Prepare and/or review correspondence, reports, and spreadsheets.
Conducts research and compiles data for consideration by others.
Track policy changes and preserve historical documentation.
Occupies the front desk during business hours and greets and assists office patrons
Performs office duties, including answering phones, directing calls to appropriate parties, taking meeting minutes as needed, organizing electronic files, and other general office duties as assigned.
Assist with updating websites, online directory, organizational charts.
Maintain confidentiality of sensitive information.
Maintain inventory of office supplies, process orders, and coordinate with university purchasing systems (e.g., EZ Buy, P Card workflows).
Assist with planning departmental events (e.g. holiday parties, retreats, etc).
Complete errands and tasks across campus.
Provide backup coverage as needed.
Perform other job-related duties as assigned.