Administrative Assistant

Administrative Assistant Overview We are seeking a highly organized, proactive, and forward‑thinking Administrative Assistant to provide direct support to the Associate Vice President 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. 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. 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 View phone number on click.appcast.io | View email address on click.appcast.io U.S. Department of Education Office of Assistant Secretary for Civil Rights View phone number on click.appcast.io | View email address on click.appcast.io #J-18808-Ljbffr