Overview:
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.
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.
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Assist with the implementation of a real property software tool.
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Greets and directs visitors. Sort, screen, and distribute incoming and outgoing mail.
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Oversee/conduct annual key and equipment inventory.
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Prepare and/or review correspondence, reports, and spreadsheets.
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Conducts research and compiles data for consideration by others.
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Track policy changes and preserve historical documentation.
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Occupies the front desk during business hours and greets and assists office patrons
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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.
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Assist with updating websites, online directory, organizational charts.
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Maintain confidentiality of sensitive information.
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Maintain inventory of office supplies, process orders, and coordinate with university purchasing systems (e.g., EZ Buy, P Card workflows).
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Assist with planning departmental events (e.g. holiday parties, retreats, etc).
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Complete errands and tasks across campus.
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Provide backup coverage as needed.
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Perform other job-related duties as assigned.
Qualifications:
Minimum Qualifications
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Four years of experience in office-related work, or an associate degree/technical training plus two years of experience or a bachelor’s degree.
Preferred Qualifications
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Knowledge of University policies and procedures
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Knowledge and experience with Service Now, EZ Buy, and real property software
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Experience in higher education.
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Experience with contracts and real property documents.
Knowledge, Skills, and Abilities
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Excellent spelling, grammar, letter writing, and proofreading skills.
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Excellent interpersonal and proven customer service skills with the ability to communicate in a professional manner.
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Ability to maintain a positive attitude.
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Strong computer skills in Microsoft Office (Word, Excel, Outlook and PowerPoint).
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Ability to handle sensitive and confidential business data.
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Ability to adapt to urgent needs and follow up with others to ensure timely reviews.
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Be proactive by identifying and addressing tasks independently, with minimal supervision or prompting.
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Adapt to feedback and changing priorities.
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Skilled with standard office equipment, including printers, copiers, scanners, and telephone systems.
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Problem-solving skills with the ability to identify issues and discuss solutions.
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Provide constructive feedback when requested.
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Ability to interact professionally and courteously with visitors.
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Good organizational skills.
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Ability to work without supervision.
Required Documents:
Along with the online application, please attach:
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Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”
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Cover letter to be typed/pasted at the end of your application (iForm)
**Document size may not exceed 10 MB.**
Advertised Salary: Minimum $43,000; commensurate with experience plus excellent benefits ADA:
Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions. The employee is frequently required to reach with hands and arms and may lift and/or move up to 20 pounds.
University Highlights:
Founded in 1888, Utah State University is Utah’s premier land-grant, public service university. As an R1 research institution, Utah State is dedicated to advancing knowledge and serving the public good through innovative research and scholarly activities that are grounded in reciprocal engagement with local, regional, and global communities. USU prepares students to be active, civically engaged leaders who are prepared to address critical societal challenges. Dedicated to providing a high-quality and affordable education, USU remains a leader in research, discovery, and public impact.
USU enrolls over 29,800 students, both online and in person at locations throughout the state. Utah State’s 30 locations include a main campus in Logan, Utah, residential campuses in Price and Blanding, and six additional statewide campuses, along with education centers serving every county. USU educates students from all 50 states and more than 80 countries. For over 100 years, USU Extension has served and engaged Utahns, serving every county in the state.
Competing at the NCAA Division I level, USU is a proud member of the Mountain West Conference and will join the Pac-12 Conference beginning in the 2026-2027 season. The Aggies’ long-standing tradition of athletic and academic excellence is exemplified by recent Mountain West regular-season and tournament championships in women’s volleyball, three consecutive Mountain West tournament titles in women’s soccer conference championships, and a first-ever conference championship for gymnastics, reflecting USU's commitment to perseverance and achievement.
Utah State is dedicated to fostering a community where all individuals feel respected, valued, and supported and where diversity of thought and culture are cultivated. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Forbes recognized our commitment to employees when they named Utah State the best employer in Utah in 2023. Learn more about USU.
The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and a reasonable accommodation for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university’s ADA Coordinator in the Office of Human Resources at (435) 797-0122 or [email protected].
Notice of Non-discrimination:
In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.
Utah State University is an equal opportunity employer and does not discriminate or tolerate discrimination including harassment in employment including in hiring, promotion, transfer, or termination based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity, disability, status as a protected veteran, or any other status protected by University policy or any other federal, state, or local law.
Utah State University does not discriminate in its housing offerings and will treat all persons fairly and equally without regard to race, color, religion, sex, familial status, disability, national origin, source of income, sexual orientation, or gender identity. Additionally, the University endeavors to provide reasonable accommodations when necessary and to ensure equal access to qualified persons with disabilities.
In all circumstances, Utah State University follows state and federal laws related to sex-segregated spaces.
The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:
Matthew Pinner
Executive Director
Civil Rights & Title IX Office
435-797-1266 | Old Main Rm. 401D
1475 Old Main Hill, Logan, UT 84322
Cody Carmichael
Title IX Coordinator
435-797-1266 | Old Main Rm. 402D
1475 Old Main Hill, Logan, UT 84322
For further information regarding non-discrimination, please visit crtix.usu.edu or contact:
U.S. Department of Education
Denver Regional Office
U.S. Department of Education
Office of Assistant Secretary for Civil Rights
