Staff Assistant III

Utah State University; Logan (UT); On-site; USD 55,000 - 75,000; Full time

Job summary

Utah State University’s Department of Water, Earth, and Environmental Sciences is seeking a proactive staff assistant to serve as Graduate Program Coordinator and support curriculum, recruitment, and communications. The role includes coordinating graduate applications, onboarding, and liaising with the Graduate School and departments.

The position also covers outreach, social media, marketing materials, and journalistic writing for USU Today, plus collaboration on course scheduling and catalog

Qualifications

• Four years of experience; or an associate degree/technical training plus two years of experience; or a bachelor’s degree is required.
• Advanced skill with Microsoft Office applications.
• Experience working in higher education.
• Experience working in an administrative assistant and/or Graduate Program Coordinator role.
• Knowledge of USU’s enterprise systems (e.g., Banner, Servicenow, Box).

Responsibilities

• Graduate Program Coordinator duties including committee participation, inquiries, and applications processing.
• Staff Assistant duties including outreach, marketing materials, proofreading, and content creation for news outlets.
• Curriculum coordination and liaison with Department Head and Undergraduate Advisors.

Skills

Microsoft Office

Higher Ed experience

GPC experience

Administrative support

Communication

Data confidentiality

Education

Bachelor's degree required

Tools

Banner

ServiceNow

Box

Job description

Overview

The Department of Water, Earth, and Environmental Sciences (WEES) at Utah State University seeks an experienced and highly professional staff assistant to work with students, faculty, administrators, staff, alumni, and other stakeholders. The primary functions of the position are serving as the department’s Graduate Program Coordinator (GPC) and a subset of other administrative support duties that are split with the department’s Program Assistant. Broadly, these duties include administrative assistance for the Department Head and other functions that support public relations, communications, and student recruitment, and assistance with curriculum management. WEES seeks a detail-oriented, efficient, and articulate assistant capable of both independent and collaborative work and skilled in office duties and processes, professional writing and correspondence, and clear and helpful communication.

Responsibilities

Graduate Program Coordinator (55%):

• Serve on the WEES Graduate Committee with the Graduate Program Director and Department Head
• Respond to graduate program inquiries from interested students
• Monitor, accept, and deny graduate applications (e.g., using Recruit system)
• Coordinate with Business Service Center (BSC) to hire graduate research/teaching assistants and coordinate health insurance qualifications, tuition awards/payments
• Track and approve forms submitted by graduate students throughout their program
• Coordinate with the WEES Graduate Committee and Graduate School to approve external individuals to serve on USU committees
• Monitor degree awarding, including verifying documentation in Degree Works
• Coordinate with GPD for onboarding/orientation for new graduate students
• Assist with WEES/QANR/Grad School requirements, such as Graduate Mentoring Agreements and Annual Evaluations, and their archival in Box
• Attend monthly (or as scheduled) GPC meetings with the Graduate School

Staff Assistant (40%) Advancement, Outreach, & recruitment:

• Manage social media accounts and postings
• Design and print department marketing materials, including posters, banners, digital media, etc. (coordinate with WEES Program Assistant)
• Edit and proofread written materials for the department
• Track department accomplishments, and submit relevant papers/awards to college media team for further coverage
• Write journalistic articles for USU Today and other outlets (e.g., department website) on department research and happenings
• Curriculum Coordination:
  • Coordinate with the Department Head creation of course schedules, including Coursedog entries
  • Coordinate curriculum changes, additions, and course fees
  • Coordinate new program submissions and catalog changes
  • Coordinate with Faculty Undergraduate Advisors as needed

Other (5%):

• Personal professional development, including courses, training, conference travel, or other appropriate forms of professional development.
• Other duties, as assigned.

Qualifications

Minimum Qualification:

• Four years of experience; or an associate degree/technical training plus two years of experience; or a bachelor’s degree is required.

Preferred Qualifications:

• Advanced skill with Microsoft Office applications
• Experience working in higher education
• Experience working in an administrative assistant and/or Graduate Program Coordinator role
• Knowledge of USU’s enterprise systems (e.g., Banner, Servicenow, Box)

Knowledge, Skills, and Abilities:

• Skilled with computer programs and related software.
• Excellent critical thinking skills.
• Skilled in creative problem solving.
• Good organizational skills.
• Strong verbal and written communication skills.
• Ability to handle sensitive and confidential business data and personal information.
• Ability to work without supervision.
• Knowledge of University policies and procedures.
• Excellent customer service skills

Advertised Salary

Commensurate with experience, plus excellent benefits

ADA

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes. The employee is regularly required to sit and often uses repetitive hand motions.

University Highlights

Founded in 1888, Utah State University is Utah’s premier land-grant, public service university. As an R1 research institution, Utah State is dedicated to advancing knowledge and serving the public good through innovative research and scholarly activities that are grounded in reciprocal engagement with local, regional, and global communities. USU prepares students to be active, civically engaged leaders who are prepared to address critical societal challenges. Dedicated to providing a high-quality and affordable education, USU remains a leader in research, discovery, and public impact.

USU enrolls over 29,800 students, both online and in person atlocations throughout the state.Utah State’s 30 locations include a main campus in Logan, Utah, residential campuses in Price and Blanding, and six additional statewide campuses, along with education centers serving every county. USU educates students from all 50 states and more than 80 countries. For over 100 years, USU Extension has served and engaged Utahns, serving every county in the state.

Competing at the NCAA Division I level in 16 sports, USU is a proud member of the Pac-12 Conference, officially joining on July 1, 2026. The Aggies capped a historic final season in the Mountain West by capturing nine combined regular-season and tournament titles in 2025–26, with five teams advancing to postseason play. This tradition of excellence extends to the classroom, where 232 student-athletes earned academic honors, and to the community, where USU ranked second nationally in Division I service hours, with nine teams placing in the top 10 for community service.

Utah State is dedicated to fostering a community where all individuals feel respected, valued, and supported and where diversity of thought and culture are cultivated. We seek to recruit, hire, and retain people from all walks of life who willchampion excellence in education, research, discovery, outreach, and service.We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful.Forbes recognized our commitment to employees when they namedUtah State the best employer in Utahin 2023.Learn moreabout USU.

The university provides aDual Career Assistance Programto support careers for partners who are also seeking employment.Additionally,USU is committed to providing access and a reasonable accommodation for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university’s ADA Coordinator in the Office of Human Resources at [phone] [e-mail].

*updated 07/2026

Notice of Non-discrimination

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

Utah State University is an equal opportunity employer and does not discriminate or tolerate discrimination including harassment in employment including in hiring, promotion, transfer, or termination based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity, disability, status as a protected veteran, or any other status protected by University policy or any other federal, state, or local law.

Utah State University does not discriminate in its housing offerings and will treat all persons fairly and equally without regard to race, color, religion, sex, familial status, disability, national origin, source of income, sexual orientation, or gender identity. Additionally, the University endeavors to provide reasonable accommodations when necessary and to ensure equal access to qualified persons with disabilities.

In all circumstances, Utah State University follows state and federal laws related to sex-segregated spaces.

The following office has been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:

Civil Rights & Title IX Office

Old Main Room 405

1475 Old Main Hill, Logan UT 84322

[e-mail]

[phone]

For further information regarding non-discrimination, please visit crtix.usu.edu or contact:

U.S. Department of Education

Denver Regional Office

303-844-5695| [e-mail]

U.S. Department of Education

Office of Assistant Secretary for Civil Rights

800-421-3481 | [e-mail]

*updated 08/2026