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Administrative Specialist for College of Business

Employer
Utah Tech University
Location
Utah, United States
Salary
Salary Not Specified
Posted Date
May 25, 2022

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

Under the direction of the Dean, provides complex and confidential administrative support to the College of Business. Serves as a principal liaison between chairs, coordinators, faculty, staff, and students. The Administrative Specialist is the frontline support and representative to the office of the Dean and the College. Ensures a smooth operation of the office under the pressure of frequent interruptions and changes in priorities. Handles sensitive information with professionalism and integrity and can conduct oneself in a proficient and confident manner using independent judgment and decision making. Information about the college and its programs can be found online at https://colleges.utahtech.edu/business/ .

Responsibilities
  • Assist Dean, Associate Dean, Chairs, Program Directors and Faculty in administrative matters regarding day-to-day operations and procedures of the College and departments that involves effective communication skills and the ability to ensure a smooth operation of the office under the pressure of frequent interruptions and changes in priorities. Accurately and promptly respond to internal and external inquiries in person, by email, and by phone. Maintain various calendars.
  • Generate, interpret and compile statistical and financial data from various databases to create reports used by college administrators. Enter, track and maintain faculty workload, course assignments, contract types and release times. Work closely with scheduling office and department administration in preparing semester schedules and events. Maintain proficiency in use of University database systems: Banner, ARGOS, FLAC, EMS, NOVAtime, CourseLeaf, Microsoft Office Suite, Outlook, and other programs as needed.
  • Coordinate administrative services for visiting executive needs. Arrange travel and accommodations, and schedule for candidate searches and other visiting executives. Compile, compose, edit, and distribute routine departmental memos. Maintain and monitor confidential academic and budgetary records and databases. Attend committee and departmental meetings; generate and distribute minutes.
  • Assist Dean, Associate Dean, Chairs and Faculty in preparation, review and submission of curriculum forms through CourseLeaf. Collect and organize new and existing program proposals for College Curriculum meeting(s). Assure program changes are submitted to University Curriculum Committee.
  • Schedule, compile, track and maintain faculty evaluations, rank, tenure, and promotions. Maintain confidential paperwork and electronic records. Prepare and organize various calendars, meetings, and events.
  • Supervise and train department administrative assistants. Assist with interns, student senators, TA's and other positions. Help new faculty and part-time instructors in setting up office space, equipment and with other needs. Monitor and enter hours worked using timekeeping system; generate and submit Contract Service forms.
  • Reconcile, manage, and post budget transactions for accounting and purchasing departments. Generate work orders with IT and Facilities Management to ensure upgrades, building maintenance, and safety. Order office supplies and maintain office equipment and work with outside vendors.
  • Perform other duties as assigned.
Qualifications
  • 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.
  • Must be well organized, flexible, and enjoy the administrative challenges of working with a number of programs as well as attentive to detail.
  • Ability to interact with faculty, staff and customers at all levels while in a fast-paced environment, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.
  • Financial record keeping experience and administrative support staff experience.
  • Strong computer skills in word processing, spreadsheets, desktop publishing, Internet, basic website maintenance, email, and various databases.
  • Knowledge of English grammar, punctuation, and correspondence forms.
  • Knowledge of general office practices and procedures including office machines, inventory, and ordering.
  • Appropriate receptionist/telephone skills, good level written and verbal communication skills.
  • Ability to properly represent the University and division in exercising good human relation skills.
  • Ability to work independently with little or no supervision supporting the division with diverse staff and customer needs.
Supplemental Information

POSITION DETAILS, COMPENSATION AND BENEFITS: Full-time classified staff (overtime-eligible) position. Annual salary of $37,000 - $40,000, depending on qualifications & experience. Desired start date of July 2022. 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 https://humanresources.utahtech.edu/employee-benefits/ under 'Benefits Summary' for more details.

ELECTRONIC APPLICATION PROCEDURES: Application review begins June 13 , 2022; position open until filled. 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: Utah Tech University is an open, inclusive, comprehensive, polytechnic institution, committed to exceptional student learning and success that 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, our 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.

Utah Tech University 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. We seek 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. Utah Tech University is an Equal Opportunity / Affirmative Action employer; the President and employees of the University are fully committed to Affirmative Action and within its programs and activities, including in admissions and employment. Utah Tech 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 the University’s non-discrimination policies: For further information regarding non-discrimination, please visit https://titleix.utahtech.edu/ or contact:
  • U.S. Department of Education, Office of Assistant Secretary for Civil Rights, ocr@ed.gov , 800-421-3481.
  • U.S. Department of Education, Denver Regional Office, ocr.denver@ed.gov , 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.

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