Admin Support III - Graduate Education, SOE

Administrative Support III - Graduate Education

Are you an organized, detail-oriented professional who enjoys supporting academic leaders, managing complex administrative processes, and helping students and faculty succeed? The School of Education is seeking a highly motivated Administrative Support III - Graduate Education professional to serve as a key member of our Graduate Education team. This position provides advanced administrative, financial, and operational support to the Graduate Education Department Chair while working closely with faculty, staff, students, and university partners. The successful candidate will demonstrate exceptional organizational skills, strong judgment, professionalism, and commitment to outstanding customer service. In this role, you will help ensure that students, faculty, and administrators have the support they need to achieve their goals. You will coordinate administrative functions, assist with graduate course scheduling and enrollment processes, manage departmental financial and payroll activities, support meetings and events, and serve as an important liaison between the department and university stakeholders.

Summary of Responsibilities

• Provides advanced and confidential administrative support, including correspondence, reports, publications, and newsletters.
• Coordinates graduate course scheduling in collaboration with the Department Chair and Graduate Program Manager.
• Works with Admissions, Academic Scheduling, and the Registrar's Office to support graduate student admission and registration processes.
• Provides administrative support to the Department Chair, faculty, and staff.
• Schedules appointments, meetings, room reservations, and travel arrangements; prepares meeting minutes as needed.
• Manages departmental budgets, purchasing, billing, inventory, expenditure tracking, and account reconciliation.
• Oversees payroll processing and related personnel transactions, including timecards, ePAFs, eSAFs, new hire paperwork, and employment records.
• Coordinates financial and administrative activities, including requisitions, purchase orders, travel, budget tracking, and account management.
• Serves as a primary point of contact for inquiries, providing accurate information and guidance to students, employees, and visitors.
• Interprets and explains department, university, and program policies and procedures.
• Serves as a liaison for the Department Chair and the graduate program.
• Assists with special projects, committees, and other departmental or university initiatives.
• Performs other related duties as assigned.

Qualifications / Licenses / Certifications

Graduation from an accredited institution with a bachelor's degree related to the Summary of Duties or any combination of education and/or experience totaling four years.

• Bachelor's degree in a field related to the position.
• OR an associate degree in a related field plus two years of related professional experience.
• OR two years of completed college coursework in a related field plus two years of related professional experience.
• OR one year of completed college coursework in a related field plus three years of related professional experience.
• OR four years of progressively responsible related professional experience.

• Two years of experience related to the summary of duties in a higher education setting.
• Proficiency in Banner 9, eSAFs, ePAFs, NeoEd, Wolverine Marketplace, and other systems used to support academic, administrative, financial, procurement, and personnel functions.

Knowledge / Skills / Abilities

• Knowledge of administrative office practices, procedures, and operations.
• Knowledge of Microsoft Office Suite and other standard business software applications.
• Knowledge of budget management, financial transactions, and basic accounting processes.
• Knowledge of FERPA regulations and student privacy requirements.

• Strong organizational, records management, and administrative support skills.
• Effective written, verbal, and interpersonal communication skills.
• Skilled in preparing accurate reports, correspondence, and administrative documents.
• Strong customer service, collaboration, problem-solving, and time management skills.

• Ability to maintain a high level of accuracy and attention to detail while managing multiple priorities.
• Ability to exercise sound judgment, maintain confidentiality, and demonstrate professionalism in all interactions.
• Ability to work independently with minimal supervision and as part of a collaborative team.
• Ability to build positive working relationships and adapt effectively to changing priorities, procedures, and organizational needs.
• Ability to anticipate needs, identify solutions, and proactively support departmental operations and goals.

Benefits

Utah Valley University's dedication to exceptional care offers quality service and benefits to employees while staying committed to meeting the needs of a diverse workforce. UVU is pleased to offer a competitive and comprehensive benefits package that supports employees and their family's overall physical and mental health, protects their income in case of unforeseen illness and life events, and assists in building financial security for retirement and the future. Highlights from Utah Valley University's benefits package include:

• Medical network and plan options with low employee premiums
• Employer HSA contribution for those that elect the university's High-Deductible Health Plan
• Other tax advantage, reimbursement account options (i.e. Flexible Spending Account & Dependent Care)
• Dental and vision plan options
• Incentivized wellness program
• Employer paid basic life, Accidental Death and Dismemberment (AD&D), and Long Term Disability (LTD) coverage
• Employee Assistance Program (EAP)
• 401(a) Defined Contribution Plan with an employer contribution of 14.2% based on employee's compensation (100% vested on first day of full-time employment)
• Undergraduate tuition remission benefit waiving up to 18 credit hours (each semester) for employees and their eligible dependents (spouses & children dependents unmarried and up to age 26)
• Generous leave package which includes sick, vacation (staff only), and personal leave; 13 paid holidays; paid medical maternity and parental leave

For more information about the benefits offered, visit