"P/T Administrative Assistant - Enrollment & Marketing"

Position Announcement

The Administrative Assistant for Enrollment & Marketing provides high-level administrative, operational, and logistical support to the Vice President for Enrollment & Marketing, the Associate Vice President for Enrollment, and the Enrollment Division at Utah Tech University. This part-time role ensures efficient daily operations, smooth communication, and timely coordination of key enrollment initiatives.
The position serves as a primary administrative liaison between the Enrollment leadership and university partners, supporting functions such as scheduling, event coordination, HR/Payroll processes, purchasing, travel, and basic financial recordkeeping.
This part-time position reports directly to the Vice President for Enrollment & Marketing with operational support provided to the Associate Vice President for Enrollment.

Responsibilities

Administrative & Operational Support

• Provide direct administrative assistance to the VP for Enrollment & Marketing and the AVP for Enrollment, including calendar management, scheduling meetings, reserving rooms, preparing meeting materials, and organizing agendas.
• Support select operational processes for departments within Enrollment: Admissions & Recruitment, Enrollment Marketing, Financial Aid & Scholarships, Office of International Program, and Regional Academic Pathways.
• Assist with HR-related paperwork for part-time staff, student employees, and search processes within the division.
• Facilitate department work orders, office supply orders, basic technology support requests, and other administrative needs.

Reception & Communication

• Greet visitors, answer phones, respond to inquiries, and direct guests to appropriate offices within Enrollment.
• Distribute mail, manage email correspondence for shared inboxes when needed, and support internal communications across division teams.
• Assist with drafting memos, presentations, flyers, and standard correspondence.

Financial & Purchasing Support

• Manage purchasing card (P-Card) reconciliation for assigned leaders; process purchase requisitions, check requests, travel authorizations, and reimbursements.
• Maintain budget tracking spreadsheets for small projects or recurring spending (swag, travel, events, etc.) and assist with overall budget planning and tracking.
• Assist with vendor quotes, ordering promotional materials, and coordinating marketing-related purchases.

Event & Project Coordination

• Support planning and logistics for recruitment events, yield activities, counselor events, division meetings, and professional development activities.
• Reserve rooms and coordinate scheduling through EMS or other university systems.
• Assist with occasional admissions events which could include select evenings/weekends (e.g., UT Preview, Hype Night Admitted Student Day) as workload and schedule permit.

Systems & Records Management

• Maintain proficiency with university systems such as Banner, Slate, EMS, Emburse, and Microsoft Office/Google Workspace.
• Assist with organizing digital files, records, project documentation, and divisional shared drives.
• Support website updates for Enrollment units; Manage university chatbot; assist with basic design tasks (flyers, presentations) when requested.

Other Duties

• Assist with special projects assigned by the VP or AVP.
• Perform additional administrative and operational tasks in support of divisional goals.

Qualifications

Required

• Associate degree or high school diploma/GED with additional college coursework or professional certification.
• Minimum two years of administrative or office experience.
• Strong proficiency with Word, Excel, PowerPoint, email and calendar systems, and basic design or publishing software.
• Excellent written and verbal communication skills; professionalism and confidentiality are essential.
• Ability to work independently, manage multiple tasks, and function effectively in a fast-paced environment.

Preferred

• Experience working in higher education, especially enrollment, admissions, or student services.
• Familiarity with systems such as Banner, Slate, Argos, EMS, Emburse and/or other CRM/scheduling tools.
• Experience with basic bookkeeping, recordkeeping, budget tracking, or purchasing processes.

Supplemental Information

POSITION DETAILS, COMPENSATION AND BENEFITS: Part-time hourly staff (overtime-eligible) position, working upwards of 29 hours per week Monday - Friday. Hourly rate of $15.00+, depending on qualifications and experience. Free access to Employee Assistance Program through Blomquist-Hale and HPC Fitness Center/Recreation facilities; no other benefits. Benefits Summary for more details.

ELECTRONIC APPLICATION PROCEDURES: Position open until filled, with applications being reviewed as they are received. Submit application materials (including resume contents and contact information for three professional references) and upload cover letter electronically. Desired start date as soon as possible. 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.

Benefits

Utah Tech University offers a variety of miscellaneous benefits and discounts to employees, both for use on-campus and off-campus.

• Employee Assistance Program
• Human Performance Center Access (HPC)
• Booth Wellness Center Workshops
• Employee Assistance Program (EAP) Wellness Workshops
• Additional Benefits and Discounts
• Utah Tech Staff Association Scholarship
• Professional Development Fund

No other benefits are offered for this position.