Admin Support III - Physician Assistant Program

Utah-Valley-University; Orem (UT); On-site; USD 42,000 - 62,000; Full time

Job summary

Utah Valley University is seeking an Admin Support to provide essential administrative, financial, and operational support to faculty, staff, adjunct instructors, and students. The role involves coordinating departmental activities, maintaining records, and ensuring smooth day-to-day operations.

Responsibilities include budgets, purchasing, HR processes, event planning, and updating the department website and social channels while supporting front desk operations and policy compliance.

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.

Responsibilities

• Perform advanced and confidential administrative duties and maintain current knowledge of university policies.
• Coordinate meetings, programs, functions, and events; take accurate minutes and maintain files and records.
• Manage department website and social media accounts; ensure front desk coverage during peak student hours.
• Oversee department budgets, purchases, travel, requisitions, and financial reporting; reconcile expenditures.
• Coordinate HR processes: posting jobs, assisting search committees, interviewing, onboarding, and supervising staff and student workers.
• Coordinate semester book adoptions and maintain documentation of licenses, certifications, immunizations, and drug tests.
• Collaborate with department chair on class and lab schedules and communicate changes to students and adjuncts.

Skills

Office procedures

Budgeting

Event planning

Customer service

Communication

Social media posting

Data reporting

Interpersonal skills

Problem solving

Phone etiquette

Education

Associate's degree

Bachelor's degree in related field

Tools

Microsoft Suite

Banner

TIMS

CourseLeaf

Qualtrics

Job description

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.

• 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.

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.

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 field
• OR 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

Knowledge

• 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)

Skills

• 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.

Abilities

• Ability to perform a variety of administrative duties with minimal or no supervision.
• Capable of working independently on multiple tasks, prioritizing, and following projects through to completion.
• Skilled in dealing with diverse personalities and high-stress environments.
• Able to follow oral and written procedures and instructions.
• Anticipates department and student needs.
• Communicates clearly and concisely in writing and orally.
• Maintains confidentiality of highly sensitive information.
• Demonstrates professional demeanor and poise.
• Ability to build positive working relationships with people from varied backgrounds, perspectives, and experiences.
• Plans and anticipates potential changes, acting accordingly.
• Enacts strategic changes affecting multiple stakeholders, including high-level university leadership.
• Coordinates activities and projects with other departments.