Administrative Assistant for Communication Department

Utah Tech University; St. George (VT); On-site; USD 33,000 - 40,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Tuition waivers for employees

Job summary

Utah Tech University is seeking an administrative support professional for the Communication Department. The role coordinates class schedules, manages front desk operations, and supports budgeting and onboarding tasks with a focus on efficient office practices.

You will collaborate with department chairs, faculty, and Academic Advisors to ensure smooth operations, effective communications, and timely reporting across campus units.

Qualifications

• High School Diploma/GED required; some college coursework or technical training preferred.
• Two years of related office experience required.
• Ability to represent the department chair and staff professionally.
• Ability to maintain confidentiality and manage multiple projects.

Responsibilities

• Coordinate class schedules for Fall, Spring, and Summer; submit to Central Scheduling by deadlines.
• Maintain ARGOS and Banner; generate enrollment reports at the start of each semester.
• Greet students, answer phones, and manage department records and files.
• Oversee part-time work-study schedules and process timecards.
• Support budgeting, travel authorizations, and office procedures; assist with onboarding.

Skills

Office administration

Communication

Confidentiality

Multitasking

Interpersonal skills

Education

High School Diploma/GED (some college)

Associate's or Bachelor's preferred

Tools

ARGOS

Banner

Job description

Position Announcement

Provides administrative support to the Department Chair, AcademicAdvisors, 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/.

Responsibilities

• 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 assign 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.

Qualifications

• High School Diploma/GED, with some college coursework or vocational/technical training, required. Associate's or Bachelor's degree preferred. A combination of relevant education and experience may be substituted for the educational requirement on a year-for-year basis.
• Two years' related office experience required. The total qualifications required are based on a combination of education and work experience. Any experience used to meet the education requirement cannot also be used to meet the work experience requirement.
• Ability to properly represent the department chair, faculty/staff, and department by exercising positive human relations skills.
• Ability to maintain confidentiality.
• Ability to manage multiple projects, while maintaining high standards on general administrative duties. Ability to coordinate assignments with team members and report on the progress of the project to stakeholders.
• Strong computer skills in word processing, spreadsheets, email, and Internet.
• Good knowledge of general office practices, procedures and equipment.
• Knowledge of basic budgeting, expense control, book and record keeping.
• Ability to organize and maintain an effective and efficient office atmosphere; appropriate receptionist/phone skills.
• Knowledge of office equipment including telephone systems, desktop computers, printers, copiers, and scanners. Trouble-shooting skills and knowledge of vendor contacts for repair and maintenance preferred.
• Knowledge of and proficiency in grammar, punctuation, and correspondence.
• Ability to interface with people at all levels including students, faculty, administration and community. Able to articulate ideas clearly and acts as liaison in the exchange of information.
• Resourceful and effective in achieving departmental goals. Adept in conflict mitigation and resolution preferred.

POSITION DETAILS, COMPENSATION AND BENEFITS

Full-time overtime-eligible staff position. Annual salary of $36,500 with a desired start date of November 2026. Excellent benefits package included that begins on start date; includes medical, dental, vision, disability, and life insurance, employee assistance and wellness programs, retirement plan contributions, and undergraduate tuition waivers for employees and eligible dependents, as well as paid holidays in addition to sick and vacation leave accruals. See https://humanresources.utahtech.edu/employee-benefits/ under "Benefits Summary" for more details.

ABOUT THE UNIVERSITY

Utah Tech University is an open, comprehensive, polytechnic institution, committed to exceptional student learning and success that has adopted an instructional approach of "active learning. active life." and a culture of innovation and entrepreneurship. We seek faculty and staff committed to creating an active, applied and career-oriented learning environment that is student-centered. Established in 1911 as a community college and in 2013 as a state university, our University is located in picturesque southwestern Utah, approximately 120 miles northeast of Las Vegas. The area is renowned for its red rocks, desert climate, over 300 days of sunshine annually, and featuring easy access to world-class outdoor recreational opportunities.

Utah Tech employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must provide employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

Utah Tech is committed to providing access and reasonable accommodations in its services, programs, activities, education, and employment for individuals with disabilities. To request disability accommodation in the application process, please contact Human Resources at [e-mail] or 435-652-7500.

Utah Tech University does not discriminate on the basis of race, religion, color, national origin, citizenship, sex (including sex discrimination and sexual harassment), sexual orientation, gender identity, age, ancestry, disability status, pregnancy, pregnancy-related conditions, genetic information, military status, veteran status, or other bases protected by applicable law in employment, treatment, admission, access to educational programs and activities, or other University benefits or services. For more information or contact information, please visit https://titleix.utahtech.edu/reporting-discrimination/.

For important information regarding academics, campus safety, student services, employment laws, and other regulatory requirements, visit Utah Tech University's Right-to-Know https://utahtech.edu/right-to-know/ and Clery Act https://police.utahtech.edu/clery-act websites.