Administrative Assistant - Cos Advising (Pt, Variable Hour)

Administrative Assistant - COS Advising (Part-time, Variable Hour)

Salary: \$18.00 - \$19.44 Hourly

Job Type: Part-Time Staff

Job Number: FY2300882

Closing: 7/10/2023 11:59 PM Mountain

Location: 800 W University Parkway, Orem

Division: Academic Affairs - Student Success

Position Announcement

Talented? Passionate? We have a place for you! Utah Valley University is currently seeking a part time Administrative Support II for the College of Science (COS) Advisement Center.

Who we are: The College of Science Advisement Center provides a wide variety of services to students, staff, and faculty. We are dedicated to building a culture where people thrive and enjoy where they work. Our office core values are Innovation, Kindness, Trust, Fun, Praise, and Self-Care. Now is the right time to join the UVU Advisement Center! Who we are looking for: We know that great people are critical to the success of our office, and we are looking to add an Administrative Support II who is engaging, fun, and willing to collaborate in a fast-paced, team-centered environment to our Advising team. Candidates should be proactive, detailed, and team oriented. A successful candidate will be student-focused, caring, collaborative, teachable, and excited by change and new opportunities. Bring your energy and excitement as we work together to help our students succeed!

What you\'ll be doing: Working under the direction of the College of Science Advising Director, this person will perform and/or oversee 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, facilities scheduling, specialized record-keeping, and/or specified information-gathering projects and tasks. Coordinates and facilitates meetings, program functions, and/or special events, as appropriate. The Administrative Support II is also tasked with providing information and excellent customer service via phone, email, and in person. They will assist students and advisors in troubleshooting errors, resolving questions, and processing requests associated with registration, records, grading, petitions, transfer credit, graduation, and other topics.

Summary Of Responsibilities

• 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.
• 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 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.
• 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.

Minimum Qualifications

Graduation from an accredited institution with an associate\'s degree and one year o f 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 achelor\'s degree and three years of experience or any combination of education and experience related to the Summary of Duties totaling five years.

Knowledge, Skill, and Abilities

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

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