Administrative Assistant Senior

Overview

The Administrative Assistant Senior provides high-level administrative support to the Vice President & Director of Athletics and Deputy Directors. This role is central to the daily operations of the division, requiring discretion, sound judgment, and the ability to manage competing priorities in a fast-paced environment. The Administrative Assistant Senior serves as a key liaison between athletics leadership, coaches, university partners, conference staff, and external stakeholders.

• Manage complex calendars, scheduling, and correspondence for athletics leadership.
• Screen and prioritize requests, meetings, and communications with a high level of discretion.
• Coordinate travel, including itineraries, logistics, and reimbursements.
• Plan and execute meetings, events, and special functions (e.g., banquets, receptions, retreats).
• Prepare agendas, briefing materials, reports, and meeting minutes.
• Monitor and coordinate projects and initiatives across the athletics department.
• Serve as a liaison between athletics and internal/external stakeholders, ensuring effective communication and follow-through.
• Keep leadership informed of time-sensitive matters and ensure timely resolution of issues.
• Provide operational support during key events, including football game days.
• Perform additional duties as assigned.

Minimum Qualifications:

• Eight years of experience; or vocational/technical training/associate degree in an office or business field plus six years of related experience; or a bachelor’s degree in a related field plus four years of experience.
• Experience handling sensitive and confidential business data and personal information.
• Must be able to work a non-traditional schedule as operationally needed outside of normal business hours as needed.

Preferred Qualifications:

• Familiarity with USU or other higher education institutional processes and procedures.

Knowledge, Skills, and Abilities:

• Advanced proficiency in Microsoft Office and other business software (e.g., spreadsheets, presentations, databases).
• Excellent critical thinking skills.
• Skilled in creative problem-solving.
• Skilled with basic office equipment, including printers, copiers, and telephone systems.
• Good organizational skills.
• Strong verbal and written communication skills.
• 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.

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…