Admin Support III - Physician Assistant Program

About the role

This position offers the opportunity to play a central role in supporting the success of a dynamic academic department at Utah Valley University. As the Admin Support, you will serve as a key resource for faculty, staff, adjunct instructors, and students while managing a wide range of administrative, financial, and operational functions. The role provides meaningful variety and responsibility, including coordinating departmental activities, overseeing budgets and purchasing, supporting human resources processes, organizing events and meetings, and ensuring the smooth day-to-day operation of the department. In addition to developing expertise in university systems and processes, you will have the opportunity to build skills in leadership, project coordination, financial management, communications, and supervision. This position offers a collaborative work environment where strong organizational and problem-solving abilities are highly valued. By maintaining department communications, supporting academic initiatives, and helping create a positive and efficient experience for students and employees, you will make a visible and lasting contribution to the department's success and the university community.

Responsibilities

• Perform advanced and confidential administrative duties.
• Maintain up-to-date knowledge of university policies and procedures.
• Establish, update, and maintain files, lists, and records.
• Coordinate and facilitate meetings, program functions, and special events.
• Maintain accurate minutes of meetings.
• Manage the department website and social media accounts.
• Ensure the front desk is staffed during peak student hours.
• Comply with university and departmental policies and procedures as well as ARC-PA accreditation standards.
• Manage department financial activities: budgets, ePAFs, eSAFs, workload reports, requisitions, purchase orders, travel, P-card purchases, index tracking, and reconciliation.
• Monitor and reconcile expenditures.
• Facilitate repairs by IT and Media Services.
• Oversee People and Culture tasks, posting job openings, assisting search committees, scheduling interviews, and onboarding new employees.
• Manage part-time employees, supervise timecards, and maintain accurate payroll records.
• Train and oversee lower-level staff and student employees.
• Coordinate semester book adoptions with UVU's Bookstore, publishers, and vendors.
• Coordinate and track faculty and student professional licenses, certifications, immunizations, drug tests, and other documentation.
• Collaborate with the department chair in preparing semester class and lab/clinic schedules.
• Facilitate the submission of schedules.
• Communicate with students regarding class changes and other schedule-related matters.
• Coordinate with adjuncts regarding class schedules.
• Issue parking permits for campus visitors.

Qualifications

Graduation from an accredited institution with an associate's degree and two years of experience related to the summary of duties; OR any combination of education and/or experience totaling four years. For Example Bachelor's degree in a related fieldOR an associate degree in a related field + 2 years of related work experience OR 1 year of college coursework in a related field + 3 years of related work experience OR 2 years of college coursework in a related field + 2 years of related work experience OR 3 years of college coursework in a related field + 1 year of related work experience OR 4 years of related work experience

Skills

• Knowledge of best practices in events, marketing communications, correspondence, and appropriate matters of etiquette in various settings.
• Databases and applications (Microsoft Suite, Banner, TIMS, CourseLeaf, Qualtrics)
• Office methods, techniques, practices, and procedures.
• Proficient in using computers and software applications, including Microsoft word processing, Excel spreadsheets, email, Teams, internet, databases, and Power Point presentations.
• Experienced in budget preparation and financial management using Excel.
• Capable of preparing and interpreting reports, charts, graphs, and tables.
• Strong interpersonal, problem-solving, and decision-making skills.
• Exceptional customer service orientation and phone etiquette.
• Skilled in planning and executing events, as well as posting relevant content to departmental social media accounts.
• Effective verbal and written communication skills.
• Ability to perform a variety of administrative duties with minimal or no supervision.
• Capable of working independently