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Administrative Specialist for College of the Arts

Dixie State University
Utah, United States
Salary Not Specified
Posted date
Nov 9, 2021

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Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support
Employment Level
Employment Type
Full Time
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Position Announcement

Working within the Dean’s Office in the College of the Arts, this position provides complex and confidential administrative support to the Dean of the College and serves as a principal liaison between department chairs, program directors, faculty, staff, and students. Ensures the smooth operation of the office under the pressure of frequent interruptions and changes in priorities; handles sensitive information with professionalism and integrity. Coordinates the dean’s calendars, arranges meetings and events, tracks budgets and expenditures, processes paperwork, and assists faculty, students, staff, and the public. Additional information about the college and its program offerings can be found online at .

  • Assist Dean, Associate Dean, Department Chairs, Program Directors and Faculty in administrative matters regarding day-to-day operations and procedures of the College and departments. Provide administrative services for visiting guests as requested. Assist in answering and screening telephone calls, receiving messages, editing correspondence, creating marketing documents with UMAC, making appointments, and scheduling various committee, department and training meetings with multiple individuals. Schedule spaces through Virtual EMS.
  • Generate, interpret and compile complex statistical and financial data from various databases to create reports used by Administration. Manage, track and maintain faculty workload, course assignments, contract types, release times, cross listings and prepare Contract Service Forms for Department Chairs and Associate Dean stipends. Maintain proficiency in use of University database systems (Banner, ARGOS, FLAC, EMS, NOVAtime, CourseLeaf, CoursEval), Microsoft Office, GoogleDocs, and other programs as necessary. Track budget transactions for accounts and run reports for Dean and Department Chairs as needed.
  • Compile, compose, edit, and distribute routine department correspondence. Proactively manage college-wide emails and mailings, modify drafts for approval. Maintain and monitor confidential academic and budgetary records and databases. Generate and distribute committee and departmental meeting minutes.
  • Prepare, maintain, and create various schedules and/or events including a variety of meetings, travel arrangements for candidates, including interview day schedule, arranging for space, food and technology. Complete and submit appropriate paperwork.
  • Assist Dean, Department Chairs, and Faculty in preparation, review and submission of curriculum forms through CourseLeaf. Generate Course Inventory Management (CIM) agenda, collect, and organize new and existing program proposals for College curriculum meeting(s). Prepare and obtains approval of minutes. Assure approved courses and program changes are submitted to University Curriculum Committee.
  • Schedule, compile, track and maintain faculty evaluations (supervisor, self, peer, and faculty role statements and self-evaluations), course evaluations, rank, tenure and promotions. Maintain confidential paper and electronic files and records.
  • Supervise and train college Administrative Assistants, department secretaries, and work-study students. Assist with interns, student senators, TA's, and other positions. Monitor and enter hours worked using the NOVAtime system. Generate and submit contract services forms and assist in new hire paperwork.
  • Order office supplies, maintain office equipment, and work with outside vendors. Generate work orders with Information Technology and Maintenance divisions to ensure equipment upgrades and building maintenance.
  • Perform special projects and other duties as assigned.
  • Associate's degree, or vocational/technical school degree, required. Bachelor's degree preferred.
  • At least three years' related office experience required.
  • Must be well-organized, flexible, and enjoy the administrative challenges of working with a number of programs, as well as being attentive to detail.
  • Ability to concentrate on detailed projects during numerous interruptions by telephone or from walk-in inquirers.
  • Demonstrated computer skills in word processing, spreadsheet, database programs, internet, and email. Excellent typing skills.
  • Knowledge of accounting and bookkeeping procedures; knowledge of general office practices and procedures, office equipment, and telephone etiquette.
  • Knowledge of English grammar, punctuation, and correspondence skills.
  • Ability to properly represent the University and department in exercising excellent human relations skills. Ability to interact with faculty, staff, and customers at all levels while in a fast-paced environment, remaining proactive, resourceful, and efficient with a high level of professionalism and confidentiality.
Supplemental Information

POSITION DETAILS, COMPENSATION AND BENEFITS: Full-time classified staff (overtime-eligible) position. Annual salary of $36,000 - $38,000, depending on qualifications & experience. Desired start date of December 16, 2021 (to begin training, on a hourly basis, through December 22), with full-time pay & benefits starting January 1, 2022 (full-time work officially starts Monday, January 3). Excellent benefits package included that begins on start date; includes medical, dental, vision, employee assistance and wellness programs, life, disability, retirement, undergraduate tuition waivers for employees and eligible dependents, as well as paid holidays in addition to sick and vacation leave accruals. See under 'Benefits Summary' for more details.

ELECTRONIC APPLICATION PROCEDURES: Application review begins November 29, 2021 . Submit application materials (including resume contents and contact information for three professional references) and upload cover letter electronically. If, because of a disability, you need special services or facilities in order to apply for this opening, please call the Human Resources Office at (435) 652-7520.

ABOUT THE UNIVERSITY: Dixie State University (DSU), soon-to-be-called Utah Tech University starting July 1, 2022, is an open, inclusive, comprehensive, polytechnic institution committed to exceptional student learning and success. The university has adopted an instructional approach of 'active learning. active life' and a culture of innovation and entrepreneurship. We seek faculty and staff committed to creating an active, applied and career-oriented learning environment that is student-centered. Established in 1911 as a community college and in 2013 as a state university, the university is located in picturesque southwestern Utah with its red rocks, desert climate, over 300 days of sunshine annually, and featuring easy access to world-class outdoor recreational opportunities. The nearest metropolitan area is Las Vegas, NV (120 miles), with amenities such as an international airport and professional sporting teams. Click here to learn more about the University.

DSU is a fast-growing Utah public institution of higher education, with more than 12,000 students. We offer over 230 programs, including masters, bachelors, associates, certificates, endorsements, minors, and/or emphases. DSU seeks to recruit and retain diverse and ambitious faculty and staff who bring new ideas, possess values and career aspirations aligned with the mission and vision, and are inspired to build a premier open, inclusive, comprehensive, polytechnic university. DSU is an Equal Opportunity / Affirmative Action employer; the President and employees of DSU are fully committed to Affirmative Action and within its programs and activities, including in admissions and employment, Dixie State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or DSU’s non-discrimination policies:
  • Director of Equity Compliance / Title IX Coordinator: Hazel Sainsbury - , HCC 579, 435-652-7747.
  • Deputy Title IX Coordinator: Abby Del Giacco - , 435-652-7731.
For further information regarding non-discrimination, please visit or contact:
  • U.S. Department of Education, Office of Assistant Secretary for Civil Rights, , 800-421-3481.
  • U.S. Department of Education, Denver Regional Office, , 303-844-5695.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

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