Admin Support III - Graduate Program

Position Announcement

Join Utah Valley University's Woodbury School of Business and play a central role in supporting graduate education and student success. As an Administrative Assistant, you will be a key member of a collaborative team, serving as one of the first points of contact for prospective and current students while helping deliver an exceptional graduate program experience. This position offers a dynamic mix of responsibilities, including event coordination, administrative operations, database and records management, and cross-functional collaboration with faculty and staff. Ideal for someone who enjoys building relationships, staying organized, and making a meaningful impact, this role provides opportunities to engage with students through orientations, career fairs, and special events while contributing to the continued growth and excellence of UVU's graduate business programs.

Summary of Responsibilities

• Performs advanced and confidential administrative support duties, including composing routine to complex correspondence, agendas, meeting minutes, maintaining calendars and files, and obtains knowledge of policies/procedures. Maintains databases and schedules appointments, meetings and events. Maintains inventory of office supplies, swag and student materials. Informs students, faculty, and public of programs, departmental and university services. Responds to inquiries for program information. Networks and develops working relationships across university departments. Coordinates the processing of department financial documents including requisitions, purchase orders, travel requests, index tracking and reconciliation budget balances, etc. Coordinates with payroll and human resources departments to process employment postings, TIMS, ePAFs, new hire paperwork, and submission. Maintains inventory of office equipment and supplies. Monitors and reconciles departmental expenditures.
• Provides ongoing communication to prospective students and applicants. Meets with students and answers basic questions. May review incoming confidential documents for graduate applications. Key contact to attend career and graduate fairs, tabling events, etc. where prospective students attend.
• Works with office personnel in planning and executing events for prospective students, current students and alumni.
• Performs miscellaneous job-related duties as assigned.

Qualifications / Licenses / Certifications

Standard high school diploma or equivalent plus four years of previous administrative experience with related key roles and responsibilities is required. Prefer an associate's degree or higher in business or other administrative field. Preferred Qualifications Previous experience planning events, meetings and projects is preferred.

Knowledge / Skills / Abilities

Knowledge

• Knowledge of administrative office methods, techniques, practices and procedures.
• Knowledge of basic accounting and budgeting procedures.
• Knowledge of Microsoft Office Suite of applications (i.e., Excel, Word, PowerPoint, Access, Outlook, MS Teams), and other software applications such as Google Drive, Dropbox, and Explorer.
• Knowledge of spreadsheets and experience with database management.

Skills

• Skills in office methods, techniques, practices and procedures.
• Skills in the use of computers and computer software applications including word processing, spreadsheets, email, internet, database, and presentations.
• Skills in the preparation and interpretation of reports, charts, graphs, and tables.
• Skills in interpersonal communication, problem-solving and decision making.
• Skills in customer service and phone etiquette.

Abilities

• Ability to work independently.
• Ability to perform a variety of administrative support duties with minimum supervision.
• Ability to effectively communicate with students and others, network and represent department at events.
• Ability to follow verbal and written procedures and instructions.
• Ability to communicate effectively, verbally and in writing.
• Ability to work effectively with people from a variety of backgrounds.
• Ability to coordinate and assist in the preparation and monitoring of departmental financial transactions.
• Ability to multi-task, prioritize and follow projects through to successful completion.
• Ability to maintain confidentiality with sensitive information.
• Ability to maintain calendars and schedules and track multiple projects simultaneously.
• Ability to follow verbal and written procedures and instructions.
• Ability to demonstrate professional demeanor and poise.

EEO Statement

UVU employment decisions are made on the basis of an applicant's qualifications and ability to perform the job without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age (40 and over), disability, veteran status, pregnancy, childbirth, or pregnancy-related conditions, genetic information, or other bases protected by applicable federal, state, or local law.