Staff Assistant III

Utah State University•Logan, UT

2d•Onsite

About The Position

The University Honors Program (UHP) at Utah State University (USU) is seeking an experienced and highly professional Staff Assistant III. This role is critical to the mission of the growing, nationally recognized program and involves working with students, faculty, administrators, staff, alumni, and other stakeholders. The primary functions include office management, administrative/staff support (including for the Executive Director), public relations, communications, coordination of activities and programming, and student and faculty support. The ideal candidate will be detail-oriented, efficient, and articulate, capable of both independent and collaborative work. Skills required include proficiency in office duties, professional writing and correspondence, clear communication, administrative assistance, calendar and meeting coordination, database and records management, office software and equipment, and website/marketing material maintenance. This individual must balance providing high-level administrative support with the capacity to collaborate on long-term initiatives, demonstrating excellence in both areas.

Requirements

Four years of experience; or an associate degree/technical training plus two years of experience; or a bachelor’s degree is required.
Skilled with computer programs and related software.
Excellent critical thinking skills.
Skilled in creative problem solving.
Skilled with basic office equipment, including printers, copiers, and telephone systems.
Good organizational skills.
Strong verbal and written communication skills.
Ability to handle sensitive and confidential business data and personal information.
Ability to work without supervision.
Knowledge of University policies and procedures.
Excellent customer service skills.

Nice To Haves

Advanced skill with Microsoft Office applications, especially Excel
Budgetary and/or accounting experience
Experience working in higher education, preferably with high-ability students
Knowledge of USU’s Banner and Canvas systems
Knowledge of USU and University Honors Program policies and procedures

Responsibilities

Performs office duties, including answering phones; directing calls to appropriate parties; entering data and maintaining accurate participant databases and records; filing and organizing UHP Box folders; and preparing or updating forms and paperwork.
Works independently to provide administrative support to the Executive Director of a large, complex program, including screening inquiries and requests; using judgement and tact to prioritize schedules, calendars, and meetings; making appointments; coordinating meetings/conferences; and assisting with travel authorizations and return-from-travel documentation.
Provides logistical support for UHP events and other programming; general scheduling and meeting coordination; and inventory and maintenance of consumable office supplies and branded swag/medallions, durable equipment (copier/printer and technology), and facilities (office, classroom, conference room).
Greets and directs visitors, representing the program in a positive manner and creating a professional office environment with regular, dependable hours.
Sorts, screens, and distributes incoming and outgoing mail, including mail merges and large-scale printing projects.
Seeks ways to improve efficiency of services and develops processes to streamline procedures.
Assists students, staff, and superiors with highly varied, complex, and non-recurring questions and/or problems and responds promptly, thoughtfully, and professionally to incoming email and communications.
Serves as a liaison with other departments and constituencies in the resolution of matters concerning the activities and operations of the UHP.
Composes, drafts and edits various standard documents, correspondence, and reports.
Regularly reviews and updates website content.
Helps to design, update, or revise written and graphic program publications, such as recruiting materials, invitations, programs, flyers, PowerPoint presentations, weekly electronic newsletters, and program announcements.
Provides students, parents, faculty, and/or members of the general public with accurate, clear information about program-specific requirements, application processes, curriculum, events, and opportunities.
Assists UHP staff in recruiting by helping to update written or visual materials; purchase appropriate swag; support honors student ambassador hiring and training; and help organize student help for local recruiting, orientation, and Honors Connections events.
Organizes UHP admissions decisions and processes by updating new student databases, answering application and other questions, and managing all correspondence related to admissions decisions in a timely manner.
Supports the UHP staff, students, and faculty by helping train student employees and process research, professional development, and travel funding requests.
Personal professional development, including courses, training, conference travel, or other appropriate forms of professional development.
Other duties, as assigned.