Admin Support III - Graduate Education, SOE

Utah-Valley-University; Orem (UT); On-site; USD 42,000 - 54,000; Full time

Job summary

Utah Valley University’s School of Education seeks an Administrative Support III - Graduate Education to provide advanced administrative, financial, and operational support to the Department Chair while collaborating with faculty, staff, students, and university partners.

You will coordinate graduate course scheduling and enrollment processes, manage budgets and payroll, support meetings and events, and serve as a key liaison to ensure timely, accurate information and outstanding customer

Qualifications

• Bachelor's degree in a field related to the duties.
• Experience in higher education administrative functions preferred.
• Knowledge of FERPA regulations and student privacy requirements.

Responsibilities

• Provides advanced and confidential administrative support, including correspondence, reports, publications, and newsletters.
• Coordinates graduate course scheduling with the Department Chair and Graduate Program Manager.
• Supports graduate student admission and registration with Admissions, Scheduling, and the Registrar's Office.
• Provides administrative support to the Department Chair, faculty, and staff.
• Schedules appointments, meetings, room reservations, and travel arrangements; prepares meeting minutes as needed.
• Manages departmental budgets, purchasing, billing, inventory, expenditure tracking, and account reconciliation.
• Oversees payroll processing and related personnel transactions, including timecards, ePAFs, eSAFs, new hire paperwork, and employment records.
• Coordinates financial and administrative activities, including requisitions, purchase orders, travel, budget tracking, and account management.
• Serves as a primary point of contact for inquiries, providing accurate information and guidance to students, employees, and visitors.
• Interprets and explains department, university, and program policies and procedures.
• Serves as a liaison for the Department Chair and the graduate program.
• Assists with special projects, committees, and other departmental or university initiatives.

Skills

Organizational skills

Administrative support

Customer service

Communication skills

Time management

Attention to detail

Education

Bachelor's degree in related field

Associate degree + 2 years experience

Equivalent combination of education/experience

Tools

Banner 9

eSAFs

ePAFs

NeoEd

Wolverine Marketplace

Job description

Are you an organized, detail-oriented professional who enjoys supporting academic leaders, managing complex administrative processes, and helping students and faculty succeed? The School of Education is seeking a highly motivated Administrative Support III - Graduate Education professional to serve as a key member of our Graduate Education team.

This position provides advanced administrative, financial, and operational support to the Graduate Education Department Chair while working closely with faculty, staff, students, and university partners. The successful candidate will demonstrate exceptional organizational skills, strong judgment, professionalism, and commitment to outstanding customer service.

In this role, you will help ensure that students, faculty, and administrators have the support they need to achieve their goals. You will coordinate administrative functions, assist with graduate course scheduling and enrollment processes, manage departmental financial and payroll activities, support meetings and events, and serve as an important liaison between the department and university stakeholders.

• Provides advanced and confidential administrative support, including correspondence, reports, publications, and newsletters.
• Coordinates graduate course scheduling in collaboration with the Department Chair and Graduate Program Manager.
• Works with Admissions, Academic Scheduling, and the Registrar's Office to support graduate student admission and registration processes.
• Provides administrative support to the Department Chair, faculty, and staff.
• Schedules appointments, meetings, room reservations, and travel arrangements; prepares meeting minutes as needed.
• Manages departmental budgets, purchasing, billing, inventory, expenditure tracking, and account reconciliation.
• Oversees payroll processing and related personnel transactions, including timecards, ePAFs, eSAFs, new hire paperwork, and employment records.
• Coordinates financial and administrative activities, including requisitions, purchase orders, travel, budget tracking, and account management.
• Serves as a primary point of contact for inquiries, providing accurate information and guidance to students, employees, and visitors.
• Interprets and explains department, university, and program policies and procedures.
• Serves as a liaison for the Department Chair and the graduate program.
• Assists with special projects, committees, and other departmental or university initiatives.
• Performs other related duties as assigned.

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.

For Example:

• Bachelor's degree in a field related to the position.
• OR an associate degree in a related field plus two years of related professional experience.
• OR two years of completed college coursework in a related field plus two years of related professional experience.
• OR one year of completed college coursework in a related field plus three years of related professional experience.
• OR four years of progressively responsible related professional experience.

Preferred Qualifications:

• Two years of experience related to the summary of duties in a higher education setting.
• Proficiency in Banner 9, eSAFs, ePAFs, NeoEd, Wolverine Marketplace, and other systems used to support academic, administrative, financial, procurement, and personnel functions.

Knowledge

• Knowledge of administrative office practices, procedures, and operations.
• Knowledge of Microsoft Office Suite and other standard business software applications.
• Knowledge of budget management, financial transactions, and basic accounting processes.
• Knowledge of FERPA regulations and student privacy requirements.

Skills

• Strong organizational, records management, and administrative support skills.
• Effective written, verbal, and interpersonal communication skills.
• Skilled in preparing accurate reports, correspondence, and administrative documents.
• Strong customer service, collaboration, problem-solving, and time management skills.

Abilities

• Ability to maintain a high level of accuracy and attention to detail while managing multiple priorities.
• Ability to exercise sound judgment, maintain confidentiality, and demonstrate professionalism in all interactions.
• Ability to work independently with minimal supervision and as part of a collaborative team.
• Ability to build positive working relationships and adapt effectively to changing priorities, procedures, and organizational needs.
• Ability to anticipate needs, identify solutions, and proactively support departmental operations and goals.