Administrative Assistant for Communication Department

Utah Tech University; Saint George (UT); On-site; USD 36,000 - 48,000; Full time

Job summary

Utah Tech University seeks an administrative support specialist for the Communication department. You will assist the Department Chair, Academic Advisors, and faculty, manage part-time scheduling, and oversee front desk staff. You will coordinate class schedules and optimize times with advising to support graduation requirements.

You will work with ARGOS and Banner databases, generate enrollment reports, and help with budget and purchasing processes.

Qualifications

• Must have a high school diploma or GED.
• Experience coordinating class schedules and front desk tasks.
• Ability to work with faculty, staff and students in a university setting.
• Proficiency with campus databases and record-keeping is preferred.

Responsibilities

• Provide administrative support to the Department Chair, Academic Advisors, and faculty.
• Assist with scheduling for Fall, Spring, and Summer terms and coordinate with Central Scheduling.
• Greet students and visitors; answer phones; manage files and records.
• Oversee part-time staff and student workers; prepare timecards and agendas for meetings.
• Support recruitment efforts and assist with department events and promotions.

Skills

Administrative support

Customer service

Interpersonal communication

Scheduling

Team coordination

Education

High School Diploma/GED

Some college coursework or vocational/technical

Tools

ARGOS

Banner

Job description

Provides administrative support to the Department Chair, Academic Advisors, and faculty (both full-time and part-time) within the Communication department. Manage part-time faculty scheduling, under direction of department chair. Supervise and direct front desk reception staff as needed. Develop collaborative working relationships with other colleges and departments to foster an engaging learning environment. Assist with promotional recruitment efforts. Additional information about the department and program offerings can be found online at https://communication.utahtech.edu/ and https://mediastudies.utahtech.edu/.

• Assist department chair to coordinate class schedule for Fall, Spring, and Summer semesters. Submit schedules to Central Scheduling on or before deadlines. Assign full-time faculty to courses as directed. Negotiate with part-time instructors to schedule remainder of classes. Resolve any schedule or classroom conflicts. In conjunction with Academic Advisors, optimize class times with consideration for student graduation requirements.
• Maintain proficiency in use of database systems ARGOS and Banner. Generate and monitor Enrollment Reports continually at beginning of each semester. Notify Department Chair when additional sections of courses may need to be opened. Work with Course Directors and Bookstore Manager to ensure correct textbook editions are ordered for classes each semester.
• Reliably administer general office tasks. Greet students and visitors, direct them to proper areas/offices on campus. Answer phones, disseminate messages and distribute mail. Set-up and maintain department records via paper and digital files. Ensure files follow all applicable record-keeping requirements.
• Ensure building and staff computer equipment is maintained and functions properly; submit work orders to facilities and IT as needed. Recommend and initiate improvements to enhance the work environment. Maintain and oversee inventories of equipment and supplies for department.
• Oversee the work schedules of part time work-study students and assigns general office tasks. Provide training, guidance, mentorship and feedback. Process timecards in a timely manner.
• Schedule and set-up department meetings; create and distribute agendas, record and distribute minutes and follow-up items.
• Update the Course Inventory Management system with new programs, courses and revisions as specified by the Department Chairs. Monitor the progress of updates and additions in the system.
• Assist Department Chairs and/or area accountants in budgeting, purchase requisitions, travel authorizations, and other University forms and processes as needed. Reconcile expenses from P-card on a weekly basis, and faculty hiring expenses on the Travel P-card as required.
• Generate part-time instructor employment contracts at the beginning of each semester. Work with HR to process new full-time and adjunct faculty hires and assist with onboarding. Monitor and track instructor absence forms and faculty evaluations as required for accreditation compliance.
• Represent the department staff on university-wide committees as appropriate; participate in organizations and networks that work collaboratively to develop the strategic goals of the University.
• Organize tasks, travel and logistics for special events, including faculty searches, department student speech contests, awards banquets, and commencement activities.
• Initiate projects to promote the programs within the department and enhance their reputation on campus.
• Assist with recruitment efforts such as social media and find and develop new opportunities for community engagement.
• Perform other duties as assigned.

• High School Diploma/GED, with some college coursework or vocational/technical