Executive Assistant - Finance and Auxiliary Services

Utah Valley University is seeking an Executive Assistant! The Executive Assistant provides executive-level administrative support, including complex and highly confidential duties, to the Vice President of Planning, Budget, and Finance and the Associate Vice President for Finance/GRAMA. Coordinates and responds to all incoming GRAMA (Government Records Access and Management Act) requests in an appropriate and timely manner as required by law.

• As needed, performs and/or oversees a variety of associated administrative, fiscal, staff support, and planning activities to support the VP of Planning, Budget, and Finance and the AVP for Finance/GRAMA. Assignments may include departmental special projects such as budget reconciliation, report writing, research, contract review, job description revision, composing correspondence and presentations, meeting minutes, coordinating schedules, or any other related task that improves the efficiency of the VP or AVP. Understands the importance of confidentiality, professionalism, and brevity while applying state laws, regulations, and university policies or procedures to specific assignments. 
• Under the direction of the Associate Vice President for Finance/GRAMA, facilitates the university's GRAMA request function by demonstrating an advanced understanding of the GRAMA statute. Understands the university's data storage processes to enable timely and appropriate record retrieval as required by law. Responds to the initial request, collaborates with departments across campus, and ensures compliance with deadlines to respond. Collaborates with the university's legal counsel or the state's ombudsman to facilitate the correct disclosure or denial of relevant records, as appropriate by law, to mitigate the university's legal liability while ensuring all aspects of the original request are addressed. Maintains adequate ?working papers? within the GRAMA response system as evidence of the university's due diligence and compliance with state law and university policy.
• Supports university accreditation by understanding NWCCU policies and processes, maintains current records of substantive changes, completes complex annual report, interfaces with members of the NWCCU staff, and supports accreditation cycle required reports and evaluation team visits.
• Leads communication efforts within the division including maintaining records and data, coordinating division websites (web steward and site manager), compliance training, remote work agreements, NWCCU tracking, PBA timelines, etc. Promotes unity in division through communications, meetings, retreats, surveys, and employee recognition support. Communicates with students, staff, administrators, faculty, and members of the public regarding divisional and university policies, processes, programs, and services.

Graduation from an accredited institution with a bachelor's degree and two years of experience in project management, statistical analysis, and/or administrative assistance or an associate's degree and four years of experience or equivalent education an/or experience totaling 6 years.

• Knowledge of computerized information systems used in reporting and data management.
• Knowledge of Utah GRAMA laws and rules an evidenced through successful completion of annual GRAMA certification test.
• Skill in task prioritization, data querying, time management, customer service, problem-solving, and decision-making.
• Skill in office methods, techniques, practices & procedures.
• Skill in the use of computers and computer software applications including word processing, spreadsheets, e-mail, internet, databases, and presentations.
• Skill in the preparation and interpretation of reports, charts, graphs, and tables.
• Ability to perform a variety of executive-level administrative support duties with minimum supervision.
• Ability to follow oral and written procedures & instructions.
• Ability to communicate effectively, orally and in writing.
• Ability to meet and deal with the people of diverse backgrounds.
• Ability to coordinate and assist in the preparation and monitoring of departmental financial transactions.
• Ability to maintain confidentiality of highly sensitive information.
• Ability to supervise, direct, and train others in the performance of their duties.
• Ability to meet deadlines with legal implications.

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.