Administrative Assistant - Academic Advising - College of Science

Utah Valley University is seeking an Administrative Assistant. Under the general direction of a director, performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities, some of which require advanced or specialized knowledge and skills, such as budget administration and facilities scheduling, inventory control, specialized record-keeping, and/or specified information-gathering projects and tasks. Informs students, faculty, and public of available department and university services. Provides correct and accurate information to inquiries and requests for assistance. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. Trains and oversees lower graded staff and/or students.

• Informs students, faculty, and public of available department and university services. Provides correct and accurate information to inquiries and requests for assistance. Greets and directs students for appointments with advisors.
• Performs advanced and confidential administrative support duties, including composing routine correspondence, reports, presentations, meeting minutes, financials, and obtaining factual information requiring knowledge of policies/procedures of assigned and work-related areas. Maintains a variety of documents associated with the advising center.
• Coordinates department events, facilitates marketing opportunities, communications and correspondences. Assists academic advisors with various administrative functions and maintains records for the advisement center, such as calendars, statistics, etc.
• Coordinates the preparation and submission of various reports, including timecards, ePAFs, eSAFs, new hire paperwork completion and submission, requisitions, purchase orders, travel requests, index tracking and reconciliations.
• Manages finances and tracks budgetary expenses and submissions. Establishes, updates, and maintains files, inventories, ordering, receiving, billing, distributing, and reconciling expenditures. Performs other job-related duties as assigned.

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

• Knowledge of managing finances and budgetary responsibilities across multiple budget lines. 
• Knowledge of procurement and similar procedures. 
• Knowledge of best practices in events, marketing communications, correspondence, and appropriate matters of etiquette in various settings. 
• Knowledge of department and university services.
• Skill in office methods, techniques, practices and procedures. 
• Skill in the use of computers and computer software applications including word processing, spreadsheets, e-mail, internet, database, and presentations.  
• Skill in the preparation and interpretation of reports, charts, graphs, and tables. 
• Skill in interpersonal, problem-solving and decision making techniques. 
• Skill in customer service and phone etiquette. 
• Excellent written and verbal communication skills. 
• Strong organizational and planning skills.
• Ability to work independently, multitask, and follow projects through to completion. 
• Ability to plan and anticipate potential changes and act accordingly. 
• Ability to maintain confidentiality at all times. 
• Ability to perform a variety of administrative support duties with minimum supervision. 
• Ability to follow verbal and written procedures and instructions. 
• Ability to communicate effectively, verbally and in writing. 
• Ability to meet and work with people of diverse backgrounds. 
• Ability to demonstrate professional demeanor and poise. 
• Ability to organize and plan effectively.

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.