• Required Training - Obtain necessary training to support administrative assistant roles, including university compliance (FERPA, Title IX, p-card, driving, etc.), facilities work requests, key requests and management, AdobeSign, Curriculog, Digital Measures, IDEA student evaluations, AssetView, and others.
• Department Reports – Support department head in compiling data and developing required reports, such as accountability reports, regents’ review, etc.
• Department Meetings - Provide support to department faculty meetings, academic retreats, and department committees, including search committees through scheduling, organization, and communication liaison.
• Department Event Management – Serve as co-lead (with Graduate Programs Coordinator) on department event organization, such as retreats, award programs, seminars, retirement socials, department coffee hour, etc.
• Commencement - Support College and Department commencement responsibilities, including cap and gown rentals.; serve as co-lead (with Graduate Programs Coordinator) representing the Biology Department in commencement organization and communications.
• Faculty Evaluation - Assist with scheduling faculty promotion and tenure committee meetings and annual faculty review meetings. Serve as the liaison to the College in ombudsperson assignments.
• Faculty and Administrative Staff Hiring - Serve as lead support for assisting with hiring documents, faculty role statements, and annual review reports. Assist department head in developing interview schedules and implementation of interview meetings. Serve as liaison with College on hiring protocols. Serve as liaison with HR and Business Services on hiring documentation and visa document processes.
• Website and Directory - Support IT administrator in department website and directory updates.
• Department Newsletter and Communications – Support department head in layout and design of department newsletter and communications.
• Course Syllabi – Direct Student Assistant in compilation and archiving course syllabi.
• Course Grades - Support Department Head in gathering grades from academic advisors and faculty for courses assigned to the DH.
• Curriculum and Course Scheduling - Support department administration in course scheduling and teaching assignments; serve as administrative staff representative on the department’s Curriculum Committee.
• Course Materials - Serve as the course materials submission liaison for the department.
• Course Evaluations – Administer course evaluations (request course evaluations via AAA/CampusLabs).
• Course Fees – Support Department Head and Business Services team in compiling information needed for new and renewed course fee requests; serve on the department’s Course Fee Committee.
• Student Scholarships - Support Department Head and Scholarship Committees (undergraduate and graduate) in preparation of scholarship award materials, and organizing the annual department awards program.
• Projects/Special Events – Assist Department Head and Administrative Staff in organizing and completing projects, data collection, reporting, special events, etc. as needed.

• Customer Service – Serve as primary contact representative for department by providing exceptional customer service to employees, students, and visitors.
• Office Management – Organize and supervise operations of main office. Ensure provision of supplies, troubleshoot and maintain copiers and office equipment, consult with business staff and administration on procurement of equipment/supplies and service contracts.
• Mail and Packages – Receive and distribute mail and packages. Coordinate shipments with business personnel. Oversee support for FedEx shipping information. Direct student office assistant in mail and shipping support tasks.
• Phones – Manage and direct incoming phone calls, set up new phones, and place work orders with Telephone Services. Maintain and update the department phone/address directory, display cases, and bulletin boards in the building.
• Keys – Execute departmental key requests and coordinate annual key inventory.
• Office Assistant/Staff Training – Serve as primary training support to Main Office Student Assistant, and support training of new department staff, as needed.
• Support for Department Visitors - Obtain parking validations, provide access to meeting spaces, and support the department administration in hosting visitors, as needed.
• Biology Space Scheduling - Support scheduling of Biology’s conference rooms and spaces.

• Department Facilities Oversight – Serve as Department’s main contact for assigned spaces with University Facilities, and provide oversight to facility maintenance and repair needs.
• Facilities Liaison - Represent the department at university facility meetings and in communications.
• Inventory - Support administrative staff team in completing annual department equipment, space, and key inventories.
• Surplus – support the Biology Safety Committee in close-out of lab and office spaces, and serve as contact for USU Surplus processes.

• Four years of experience; or an associate degree/technical training plus two years of experience; or a bachelor’s degree is required.

• Skilled with computer programs and related software.
• Excellent critical thinking skills.
• Skilled in creative problem solving.
• Skilled with basic office equipment, including printers, copiers, and telephone systems.
• Good organizational skills.
• Strong verbal and written communication skills.
• Ability to handle sensitive and confidential business data and personal information.
• Ability to work without supervision.
• Knowledge of University policies and procedures.
• Excellent customer service skills.

• Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”
• Names and contact information for 3 professional references
• Cover Letter to be typed/pasted at the end of your application

Notice of Non-discrimination

In its programs and activities, including in admissions and employment, Utah 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.

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

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  updated 11/2022