Admin Support III - CCS Academic Programs

About the Role

Join Utah Valley University and play a key role in supporting programs that promote civic engagement, leadership, and meaningful student experiences. As a part-time Administrative Assistant with the Civic Thought and Leadership Initiative (CTLI), you will serve as an essential member of a collaborative team, helping coordinate events, manage schedules, support grant administration, and maintain critical program operations. This position offers a dynamic and rewarding opportunity to contribute to impactful educational initiatives while gaining experience in program administration, event coordination, and higher education operations. Ideal for detail-oriented professionals who enjoy working in a mission-driven environment, this role provides the chance to make a tangible impact on students, faculty, and the broader university community.

Responsibilities

• Performs advanced and confidential administrative support duties for the CTLI director and team, including taking and preparing meeting minutes, coordinating scheduling, coordinating travel and reimbursements.
• Assists with managing CTLI financial transactions and budgets, and preparing financial and other reports as needed; adheres to policies/procedures, obtains information requiring knowledge of policies/procedures, and facilitates faculty, staff, and student job searches and hires.
• Provides support to the CTLI events staff.
• Performs advanced and confidential administrative support duties regarding grant programming for CCS programs, including coordinating travel and reimbursements, monitoring and adhering to grant policies/procedures, preparing financial and other reports, coordinating the production of memoranda of understanding and financial transfers with outside partners, and supporting the hire of faculty, staff, and students.
• Provides administrative support to CCS directors and staff as requested.
• Organizes and facilitates CTLI communications and relationships with internal and external partners and other stakeholders; composes routine correspondence.
• Supports CTLI and additional CCS programs, including answering incoming requests for information; working with guests and contractors, and coordinates with other CCS administrative assistants and events staff to support events and program execution.
• Special projects and other duties as assigned.

Requirements

• Graduation from an accredited institution with an associate's degree or any combination of education and/or experience totaling four years.

Preferred Qualifications

• A BA or similar degree and experience in higher education administrative support.

Skills

Knowledge

• Knowledge of best practices in events, communications, correspondence, and appropriate matters of etiquette in various settings.
• Knowledge of Microsoft Office Suite, database management, and the software applicable to the duties assigned.

Skills

• Excellent computer and software skills, including word processing, spreadsheets, e-mail, and databases.
• Effective project planning and coordination skills.
• Careful record keeping.
• Excellent time management and organizational skills.
• Attention to detail and problem-solving skills.
• Effective interpersonal and relationship-building skills.

Abilities

• Ability to plan and anticipate potential changes and act accordingly.
• Ability to follow oral and written procedures and instructions.
• Ability to communicate effectively, orally and in writing.
• Ability to work harmoniously with colleagues.
• Ability to coordinate with various campus organizations and stakeholders.
• Ability to perform a variety of administrative support duties with minimal supervision.