"Executive Assistant for Student Affairs"

Position Announcement

Under the direction of the Vice President, the Executive Assistant for Student Affairs provides complex administrative support to three senior level administrators within the Division: The Vice President (VPSA), the Assistant Vice President/Dean of Students (DOS), and the Assistant Vice President/Campus Life (AVPCL). The Executive Assistant manages the delivery of administrative, organizational, and high-level support, which requires discretion and independent judgement to advance divisional goals while maintaining strict confidentiality. Daily responsibilities include the scheduling/arranging of meetings, appointments, and events, coordinating meals, calendaring, tracking divisional expenditures (including p-card reconciliation for VPSA, DOS, and AVPCL), assisting with budget management, paperwork, filing, managing travel details, overseeing divisional marketing efforts (including website, social media, etc.), taking minutes at divisional meetings, providing quality customer service, supervising part time student employees, coordinating divisional retreats, assisting with the annual Trailblazer Awards judging process, and serving on a variety of campus committees.

Responsibilities

• Assist VPSA, DOS, and AVPCL in scheduling appointments, arranging meetings, securing space, ordering food, maintaining office supplies, and requesting technology, etc.
• Interface daily with students, employees, and the public on a variety of issues/questions, while remaining positive and helpful in their inquiries about Utah Tech and our programs/services.
• Manage the Vice President’s calendar to assure Board of Trustees, Cabinet, SSAO, USHE, Community Boards, and other meetings/presentations are appropriately scheduled and prepared.
• Maintain an up-to-date calendar of events for all divisional meetings/events including keeping and distributing minutes, marketing materials, and promoting events or meetings as needed.
• Screen phone calls, coordinate mail and mailings, welcome and direct office visitors, screen and work with vendors and other walk-in traffic. Assist VPSA, DOS, and AVPCL with materials addressed to their attention and then initiate appropriate action on these and other matters as appropriate.
• Compile, compose, edit, produce, and distribute detailed memos, letters, emails, correspondence, projects, reports, speeches, presentations, and other documents (as required by VPSA) to the Board of Regents, the Board of Trustees, the Student Association, various faculty and staff groups, etc.
• Work with IT Dept. to ensure that equipment upgrades/maintenance, work orders, and other IT issues are handled appropriately. Work with outside vendors for copier and printer needs, office supplies, and other services.
• Oversee part-time office assistants, including HR paperwork, bi-weekly timecards, etc.
• Track divisional budget/office expenditures (primarily p-card transactions and travel claims for the SALT team) through the University's operating systems (Chrome River, Banner, etc.)
• Maintain skills and required proficiency in the use of university database systems, including, Banner and ARGOS.
• Must be proficient with Microsoft Office and Excel.
• Compile/maintain information for disciplinary actions/sanctions, including hearings, confidential files and records, notice of investigation, interim sanctions, case creation in Maxient, and coordination of appeals to the VPSA.
• Design PowerPoint presentation for the VPSA, DOS, and AVPCL as needed. Oversee divisional marketing efforts including fliers, web and social media sites, etc.
• Perform other duties as assigned.

Qualifications

• Bachelor’s degree from an accredited institution strongly preferred. However, demonstrated executive or administrative support experience (7+ years) in lieu of a degree may also be considered.
• Must be well-organized, attentive to detail, flexible, and enjoy the challenge of working with administrators, directors, students, faculty, staff, and the public in a very fast-paced environment -- while remaining proactive, resourceful, positive, efficient, professional, and confidential.
• Ability to work independently and remain attentive to specific tasks or projects while also handling numerous interruptions and inquiries by telephone or in person.
• Deep understanding of general office practices, protocol, and procedures, as well as the use of office equipment, multi-line telephones, computer systems, printers, copy machines, digital devices, scanners, etc.
• Knowledge of English grammar, punctuation, correspondence, formatting, writing, editing, proofreading, and appropriate email/social media protocol required.
• Knowledge of UT Banner, Chrome River, ARGOS, Maxient, Navigate, Adobe, and Canvas software preferred.
• Demonstrated computer and technology skills in word processing, spreadsheets, internet, email, Google Docs, Adobe Suite, Excel, Premiere Pro, and web design/maintenance preferred.
• Proven understanding of marketing tactics, graphic design, content creation, PR & marketing initiatives preferred.

Supplemental Information

POSITION DETAILS, COMPENSATION AND BENEFITS: Full-time overtime-exempt staff position. Annual salary of $55,000-$58,000 depending on qualification. Desired start date of October 2025. Excellent benefits package included that begins on start date; includes medical, dental, vision, disability, and life insurance, employee assistance and wellness programs, retirement plan contributions, and 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 August 18, 2025. Submit application materials (including resume contents and contact information for three professional references) and upload a 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.