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Utah Valley University · 3 days ago

Sr Admin Support - CHPS

Orem, UT

Full-time

Onsite

Mid, Senior Level

$46K/yr - $54K/yr

1+ years exp

Utah Valley University is seeking a Senior Administrative Support professional for their College of Health & Public Service (CHPS). This role involves providing advanced administrative support to the Dean, coordinating key events, and ensuring smooth operations within the Dean's Office.

Business DevelopmentEducationFinance

Work & Life Balance

Responsibilities

Performs advanced and confidential administrative support duties, including composing routine correspondence, agendas, meeting minutes, financials, and obtaining factual information requiring knowledge of policies/procedures of both assigned and work-related areas. Maintains confidentiality at all times. Communicates department policies and procedures. Functions as a liaison between faculty, staff, and the Dean as necessary. Maintains Dean's calendar. Organizes meetings, schedules rooms, attends as appropriate, and keeps accurate minutes. Schedules the dean's conference room. Oversees and assists in the coordination of the master calendar of events

Manages the administrative functions of the Dean's office suite. Organizes training for administrative assistants. Works closely with the event coordinator and committees to help facilitate special campus functions and events, including commencement and convocation. Arranges catering as needed or requested. Manages Dean's Award of Excellence and Scholarship awards processes, which include distributing nomination requests and communicating with award recipients. Administers the scholarship process for the college. Distributes Dean's List Letters. Coordinates Dean's office financial activities, including reconciling expenditures to include procurement cards, tracks, and monitors budget transactions for events, as assigned

Establishes, updates, and maintains files, inventories, ordering, receiving, billing, and distributing. Submits invoices for payment. Coordinates travel itinerary and expenses for the Dean. Schedules and maintains calendars for the Dean and Associate Deans. Assists the Dean with email and college-wide communications. Handles incoming calls and walk-in traffic. Monitors mail and college email account. Maintains the documentation system and conference room calendar

Other duties as assigned

Qualification

Microsoft OfficeEvent planningAdministrative supportInterpersonal skillsProblem-solvingConfidentialityMultitaskingCommunication skillsOrganizational skills

Required

Graduation from an accredited institution with a bachelor's degree and one year of experience related to the Summary of Duties, or an associate's degree and three years of experience related to the Summary of Duties, or any combination of education and/or experience totaling five years

Knowledge of office methods, techniques, practices, and procedures

Knowledge of the use of computers and computer software applications, including word processing, spreadsheets, Outlook e-mail, databases, and presentations

Knowledge and experience with office management and Microsoft Office programs, including Word, Excel, PowerPoint, and Outlook

Skills in the preparation and interpretation of reports, charts, graphs, and tables, if applicable

Strong interpersonal, problem-solving, and decision-making skills

Skills in organization and event planning

Skills in multitasking and complex activities

Skills in maintaining confidentiality

Ability to perform a variety of administrative support and confidential duties with minimum supervision

Ability to follow oral and written procedures and instructions

Ability to communicate effectively, orally and in writing

Ability to meet and work with people of diverse backgrounds

Ability to coordinate and assist in the preparation and monitoring of departmental financial transactions (as assigned)

Ability to coordinate a variety of responsibilities in an urgent and timely manner