Admin Support III – CCS Programs (Part-time, Variable Hour)

Utah Valley University

Position Announcement:
Utah Valley is in search of a part-time Admin Support III! Working under the supervision of the director of the Civic Thought and Leadership Initiative, the Admin III-CCS Programs (Admin III) performs moderately complex and confidential administrative support duties requiring a variety of skills and knowledge of organizational policies and procedures; oversees scheduling and supports event execution; assists with facilitating and coordinating program meetings, the administration of the budget, and the hiring process; and maintains essential records and files. The Admin III supports the CCS Civic Thought and Leadership Initiative (CTLI). The Admin III also supports and promotes CCS graduate and undergraduate programs by communicating with prospective students, working with the application, admission, and registration processes, and assisting with orientations.

Summary of Responsibilities:
35% Performs advanced and confidential administrative support duties for the CTLI director and team, including taking and preparing meeting minutes, coordinating schedules, managing financial transactions and budgets, preparing financial reports, coordinating travel and reimbursements, adhering to policies/procedures, obtaining information requiring knowledge of policies/procedures, and facilitating faculty, staff, and student job searches and hires.
35% Performs advanced and confidential administrative support duties for the Master of Arts in Constitutional Government, Civics, and Law (MA-CGCL) and other CCS-affiliated undergraduate and graduate programs as needed. This includes managing financial transactions and budgets, preparing financial reports, coordinating travel and reimbursements, monitoring and adhering to policies/procedures, and supporting the hire of faculty, staff, and students within the program. Informs students, faculty, and the public of undergraduate and graduate academic programs available; answers incoming requests for information; works with prospective students and coordinates the preparation and submission of application materials, including I-20 with the relevant schools and the International Office; works with program leaders and faculty, admissions, and academic advising during the admissions and registration processes. Supports CTLI and MA-CGCL affiliated faculty and undergraduate and graduate students.
10% Organizes and facilitates CTLI communications and relationships with internal and external partners and other stakeholders. Composes routine correspondence.
10% Supports additional CCS academic programs, including answering incoming requests for information, working with prospective and current students, and coordinating with academic advising to support registration and program completion.
10% Special projects and other duties as assigned.

Minimum Qualifications:
Graduation from an accredited institution with a bachelor’s degree or any combination of education and/or experience totaling four years.

Preferred Qualifications:
A BA or similar degree and experience in higher education administrative support.

Knowledge, Skill, and Abilities:
Knowledge of best practices in events, communications, correspondence, budgeting, and appropriate matters of etiquette in various settings.
Knowledge of undergraduate and graduate courses and prerequisites.
Knowledge of Microsoft Office, database management, and the software applicable to the duties assigned.
Excellent computer and software skills, including word processing, spreadsheets, e-mail, and databases.
Effective project planning and coordination skills.
Careful record-keeping, budgeting, and financial reporting skills.
Excellent time management and organizational skills.
Attention to detail and problem-solving skills.
Effective interpersonal and relationship-building skills.
Ability to plan and anticipate potential changes and act accordingly.
Ability to follow oral and written procedures and instructions.
Ability to communicate effectively, orally and in writing.
Ability to work harmoniously with colleagues.
Ability to coordinate with various campus organizations and stakeholders.
Ability to perform a variety of administrative support duties with minimal supervision.

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.