Admin Support III - Herbert Institute

Are you someone who loves bringing order to complexity, coordinating meaningful projects, and making things happen behind the scenes?

The Herbert Institute at Utah Valley University is looking for an organized, collaborative, and proactive professional to join our team.

In this role, you'll help drive initiatives that strengthen communities across Utah while working alongside university leadership, faculty, students, and community partners. No two days are the same—you'll coordinate projects, support strategic initiatives, manage budgets and schedules, organize events, oversee office operations, and help keep programs running smoothly.

• Administrative Support:
  Perform advanced and confidential administrative duties, including composing routine correspondence, answering phones, directing calls, taking meeting minutes, and managing financials. Monitor budget and financial accounts for accuracy and make necessary adjustments. Maintain the Institute's contact database and support events with internal and external audiences.
• Scheduling and Coordination:
  Assist in scheduling and coordinating meetings, events, interviews, appointments, and supervisor travel arrangements. Prepare or assist with the preparation of scheduled campus events as directed.
• Report and Document Management:
  Coordinate the preparation and submission of various reports, new hire paperwork, requisitions, purchase orders, travel requests, expense reports, index tracking, and budget reconciliations. Maintain files, inventories, office supplies, equipment, and other items. Curate artifacts, plants, and items for display in Herbert Hall.
• Public Interaction:
  Inform students, faculty, staff, and the public about program and university services. Respond to incoming calls and walk-in traffic, maintain building security, and ensure after-hour access is available only to appropriate faculty and staff.
• Other Duties:
  Perform other job-related duties as assigned.

Graduation from an accredited institution with a bachelor's degree related to the Summary of Duties; OR any combination of education and/or experience totaling four years.

• Knowledge of computer software applications, including Microsoft Office, databases such as Banner, and Khoros management in social media.
• Knowledge of best practices in events, correspondence, and meetings with appropriate matters of etiquette in business settings.
• Knowledge of university policy and procedures.
• Knowledge of Hub Spot CRM, Microsoft Office, and Adobe Suite is a plus.

• Effective interpersonal, problem-solving, decision-making, and public relations skills.
• Skill in communication (verbally and in writing).
• Skills in the preparation and interpretation of reports.
• Exceptional customer service skills.
• Skills in maintaining confidentiality.

• Ability to perform a variety of administrative duties independently.
• Ability to work with various personalities in a dynamic environment.
• Ability to plan and anticipate potential changes and act accordingly.
• Ability to manage time efficiently.
• Ability to communicate effectively with program stakeholders, including faculty, staff, students, donors, and community leaders.