Staff Assistant III

Graduate Program Coordinator And Staff Assistant Position

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.

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.

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

Along with the online application, please attach:

• Resume to be uploaded at the beginning of your application in the Candidate Profile under "Resume/CV"
• Cover letter to be typed/pasted at the end of your application

** Document size may not exceed 10 MB.**

Commensurate with experience, plus excellent benefits

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.

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.

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