"Admin Support III - Career & Internship Center"

Position Announcement

Utah Valley University invites applications for an Administrative Assistant in the Career & Internship Center. This role offers the opportunity to make a meaningful impact by supporting students, faculty, and employers in achieving their career goals. As part of a collaborative team, you will manage key administrative functions, coordinate events and meetings, and ensure smooth front desk operations, all while contributing to a culture of excellent service.

This position is ideal for someone who enjoys variety in their workday, thrives in a supportive environment, and takes pride in keeping operations running efficiently. You will play a central role in creating a welcoming, professional experience for those who rely on the Career & Internship Center's services, while developing your own skills in leadership, organization, and communication.

Summary of Responsibilities

• Performs advanced and confidential administrative support duties, including composing routine correspondence and obtaining factual information requiring knowledge of policies/procedures of both assigned and work-related areas.
• Informs students, faculty, and the public of departmental and university services available.
• Coordinates travel arrangements as needed for the Senior Director of the CIC, the Director of Career Services, and the Director of Internship Services, and reconciles their monthly expense reports.
• Coordinates meeting logistics, attends meetings, and records minutes.
• Maintains inventory of office supplies and handles other office duties as needed.
• Handles incoming calls & walk-in traffic; provides correct and accurate information.
• Promotes an atmosphere of warmth, personal interest, and positive emphasis, as well as a calm environment, throughout the facility.

Qualifications / Licenses / Certifications

Graduation from an accredited institution with a bachelor's degree related to the Summary of Duties or any combination of education and/or experience totaling four years.

Knowledge / Skills / Abilities

Knowledge

• Administrative knowledge of office methods, techniques, practices, and procedures.
• Knowledge of Microsoft Office Suite of applications.
• Knowledge of spreadsheets and experience with database management.

Skills

• Skill in office methods, techniques, practices, and procedures.
• Skill in the use of computers and computer software applications, including word processing, spreadsheets, email, internet, databases, and presentations.
• Skill in the preparation and interpretation of reports, charts, graphs, and tables.
• Strong interpersonal, problem-solving, and decision-making skills.
• Exceptional customer service orientation and phone etiquette.
• Maintain confidentiality at all times. Perform a variety of administrative support duties with minimum supervision.
• Follow oral and written procedures and instructions.
• Communicate effectively, verbally and in writing.
• Must interact and work with people from diverse backgrounds. Maintain confidentiality of highly sensitive information.
• Must demonstrate professional demeanor.

Abilities

• Ability to plan and anticipate potential changes, and act accordingly.
• Ability to exercise independent judgment and decision-making under minimal supervision.
• Ability to multitask during the routine course of business.
• Ability to maintain confidentiality.
• Ability to communicate effectively verbally and in writing.
• Ability to supervise lower-level staff.
• Ability to achieve and maintain the professionalism of front desk staff.