Staff Assistant III - Department of Biological & Chemical Engineering

Utah State University•Logan, UT

7d•Onsite

About The Position

The Department of Biological and Chemical Engineering at Utah State University is seeking a highly organized, detail-oriented Staff Assistant III to provide advanced administrative support to the department and to assist the Department Head in coordinating the launch of the new Chemical Engineering Program. This position plays a key role in day-to-day departmental operations as well as in high-visibility program building activities such as student recruitment, faculty candidate visits, public outreach, and program advertising. The ideal candidate is proactive, professional, and capable of managing multiple projects in a fast-paced academic environment. This position reports directly to the Department Head and may provide guidance to student or hourly employees.

Requirements

Four (4) years of relevant administrative experience; OR an associate degree plus two (2) years of experience; OR a bachelor’s degree.
Strong organizational skills with the ability to manage multiple tasks and set priorities.
Excellent written and verbal communication skills.
Proficiency with computers and office software (e.g., Microsoft Office Suite).
Ability to handle confidential information with discretion.
Ability to work independently with minimal supervision.

Nice To Haves

Experience in higher education, academic departments, or program coordination.
Familiarity with university administrative systems (e.g., ServiceNow, Banner, EZ Buy, P card workflows).
Experience supporting recruitment, event coordination, marketing, or public outreach.
Strong interpersonal skills and demonstrated ability to work collaboratively with faculty.

Responsibilities

Provide administrative support for the Department of Biological and Chemical Engineering.
Perform advanced office duties including answering phones, routing inquiries, preparing correspondence, data entry, filing, and document management.
Manage departmental calendars, schedule meetings, coordinate conferences, and support event logistics.
Greet and assist visitors, students, collaborators, and prospective students.
Sort and distribute incoming mail; prepare outgoing mail and shipments.
Maintain inventory of office supplies, process orders, and coordinate with university purchasing systems (e.g., EZ Buy, P Card workflows).
Assist with the management of departmental teaching labs.
Assist with updating website content and maintaining organized digital information.
Assist the Department Head in coordinating activities related to launching and sustaining the new Chemical Engineering program.
Help plan and implement student recruitment efforts, including outreach communications, recruitment events, campus visits, and targeted promotional campaigns.
Support faculty search processes, including scheduling interviews, preparing candidate itineraries, coordinating travel arrangements, and assisting with on-campus interview logistics.
Collaborate with the marketing teams of the College of Engineering and the Department of Biological and Chemical Engineering to support program advertising, including developing promotional materials, updating website content, and coordinating social media efforts.
Track program milestones, documentation, and communication related to curriculum development, assessment, and accreditation readiness.
Serve as a point of contact for prospective students, campus partners, and community stakeholders interested in the Chemical Engineering program.
Provide high-level administrative support for departmental programs, training initiatives, and department-sponsored events.
Assist faculty and students with departmental procedures, forms, and non-recurring requests.
Help maintain departmental records, including student and program data, meeting minutes, and internal reports.
Coordinate facilities requests and serve as a liaison with university units on operational matters.
Conduct background research, compile data, and prepare materials for departmental committees or executive review.
Support departmental communications, including newsletters, announcements, and reports.
Perform other duties assigned by the Department Head.