Administrative Assistant

Overview

We are seeking a highly organized, proactive, and forward-thinking Administrative Assistant to provide direct support to Associate Vice President (AVP) for Finance and Administrative Services.

In this role, you will act as a strategic operational partner. You will be responsible for tracking institutional deadlines, coordinating Director meetings, researching administrative issues, managing investment subscription agreements, and driving various special projects. The ideal candidate anticipates needs, thinks critically to solve problems before they arise, and keeps the AVP's office running seamlessly.

Responsibilities

• Anticipatory Planning: Research complex administrative and institutional issues; independently contemplate potential challenges and proactively prepare briefing materials, talking points, and solutions ahead of key meetings.
• Action Item & Deadline Tracking: Maintain comprehensive, dynamic "items to be done" logs and project trackers for the AVP to ensure divisional deadlines and strategic initiatives are met.
• Special Projects: Contribute to various ad hoc projects, financial reporting, and administrative initiatives as directed by the AVP or the Vice President for Finance and Administrative Services.
• Director Meetings: Set up, coordinate, and manage logistics for regular and ad hoc meetings involving division Directors and institutional leadership.
• Agenda & Minutes: Collaborate with leadership to prepare strategic meeting agendas, coordinate necessary presentation materials, and transcribe precise meeting minutes.
• Liaison Operations: Serve as a primary point of contact and bridge between the AVP, division Directors, other university departments, and external stakeholders.
• Investment Subscription Agreements: Manage, track, and review divisional subscription agreements, service contracts, and renewals to ensure institutional compliance and continuity.
• Financial Systems Support: Utilize and support financial management systems to assist with accounting, data entry, and basic ad hoc financial reporting/analysis.
• Manage the AVP's calendar with high judgment and tact, prioritizing competing requests.
• Compose, word-process, and edit various standard documents, institutional correspondence, and reports.
• Plan and execute division-wide events, such as retreats, receptions, and banquets.
• Maintain various files with confidentiality.

Qualifications

Minimum Qualifications:

To be considered for this position, applicants must meet one of the following criteria:

• Vocational or technical training/Associate's degree in an office or business field plus a minimum of four (4) years of related experience; OR
• A Bachelor's degree in a related field plus a minimum of two (2) years of related experience; OR
• A minimum of six (6) years of directly related professional administrative experience.

Knowledge, Skills, and Abilities:

• Critical Thinking & Problem Solving: Exceptional analytical skills with a proven ability to work independently, think creatively, and anticipate executive needs.
• Organization & Execution: Masterful organizational and time-management skills, with a laser focus on deadlines and tracking deliverables.
• Technical Proficiency: Skilled with computer programs, including spreadsheets (Excel), presentation software, survey software, etc.
• Communication & Discretion: Strong verbal and written communication skills; absolute ability to handle highly sensitive, confidential business data and personal information with tact.
• Institutional Knowledge: Knowledge of, or the ability to quickly learn, University policies, procedures, and financial system operations.

Required Documents

Along with the online application, please attach:

1. Resume to be uploaded at the beginning of your application in the Candidate Profile under "Resume/CV"
2. Cover letter to be typed/pasted at the end of your application (iForm)

**Document size may not exceed 10 MB.**

Advertised Salary

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.

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 View phone number on click.appcast.io or View email address on click.appcast.io.


*updated 12/2025

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

View email address on click.appcast.io

View phone number on click.appcast.io | Old Main Rm. 401D

1475 Old Main Hill, Logan, UT 84322

Cody Carmichael

Title IX Coordinator


View email address on click.appcast.io

View phone number on click.appcast.io | 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

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U.S. Department of Education


Office of Assistant Secretary for Civil Rights

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*updated 10/2025