Admin Support Iv - Chps

Position Announcement

Utah Valley University is seeking an Admin Support IV! Working under the direction of the Dean, provides executive-level, advanced and highly confidential administrative support duties requiring a variety of skills and knowledge of organizational policies and procedures. Acts as point of contact for the Dean and liaison between chairs, faculty, and staff for the Dean’s Office. Composes, edits, and proofs correspondence and reports. Establishes and maintains Dean’s Office processes and coordinates projects as assigned. Coordinates Dean's office financial activities including reconciling expenditures to include procurement cards, tracks and monitors budget transactions for events, as assigned.

Summary of Responsibilities

• Performs advanced and confidential administrative support duties, including composing routine correspondence, agendas, meeting minutes, financials, and obtaining factual information requiring knowledge of policies/procedures of both assigned and work-related areas. Maintains confidentiality at all times. Communicates department policies and procedures. Functions as a liaison between faculty, staff, and the Dean as necessary. Maintains Dean’s calendar. Organizes meetings, schedules rooms, attends as appropriate and keeps accurate minutes. Schedules dean’s conference room. Oversees and assists in the coordination of the master calendar of events.
• Manages the administrative functions of the Dean’s office suite. Organizes training for administrative assistants. Works closely with event coordinator and committees to help facilitate special campus functions and events including commencement and convocation. Arranges catering as needed or requested. Manages Dean's Award of Excellence and Scholarship awards processes which includes distributing nomination requests and communicating with award recipients. Administers scholarship process for the college. Distributes Dean’s List Letters. Coordinates Dean's office financial activities including reconciling expenditures to include procurement cards, tracks and monitors budget transactions for events, as assigned.
• Establishes, updates, and maintains files, inventories, ordering, receiving, billing, and distributing. Submits invoices for payment. Coordinates travel itinerary and expenses for the Dean. Schedules and maintains calendars for Dean and Associate Deans. Assists the Dean with email and college-wide communications. Handles incoming calls and walk-in traffic. Monitors mail and college email account. Maintains documentation system and conference room calendar.
• Other duties as assigned

Minimum 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.

Knowledge, Skill, and Abilities

Knowledge

• Knowledge of office methods, techniques, practices, and procedures.
• Knowledge of the use of computers and computer software applications, including word processing, spreadsheets, Outlook e-mail, databases, and presentations.
• Knowledge and experience with office management and Microsoft Office programs, including Word, Excel, PowerPoint, and Outlook.

• Skills in the preparation and interpretation of reports, charts, graphs, and tables; if applicable.
• Strong interpersonal, problem-solving, and decision-making skills.
• Skills in organization and event planning.
• Skills in multi-tasking and complex activities.
• Skills in maintaining confidentiality.

• Ability to perform a variety of administrative support and confidential duties with minimum supervision.
• Ability to follow oral and written procedures and instructions.
• Ability to communicate effectively, orally and in writing.
• Ability to meet and work with people of diverse backgrounds.
• Ability to coordinate and assist in the preparation and monitoring of departmental financial transactions (as assigned).
• Ability to coordinate a variety of responsibilities in an urgent and timely manner.
• Ability to work with people of diverse backgrounds.

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.