Administrative Specialist for Academic Community Engagement

Provides complex and confidential administrative support to Academic Community Engagement and serves as a principal liaison between instructors, coordinators, staff, and students. Frontline support and representative to the office of the Associate Provost and the division. Ensures a smooth operation of the office under the pressure of frequent interruptions and changes in priority. Handles sensitive information with professionalism and integrity and is able to conduct oneself in a proficient and confident manner using independent judgment and wise decision-making.

• Assist Associate Provost in administrative matters/support services, regarding day-to-day operations and procedures of the division and departments, which involves strong communication skills and the ability to ensure a smooth operation of the office under the pressure of frequent interruptions and changes in priorities. Use problem-solving skills, resourcefulness, and some policy interpretation. Maintain processes involving a variety of problems that are reoccurring in nature and determine specific action.
• Provide administrative services, such as answering telephone calls, receiving messages, making appointments, ordering office supplies, maintaining office equipment, and work with outside vendors upon request. Generate work orders with Facility and IT Services to ensure equipment upgrades, work orders, key requests, and building maintenance issues are reported.
• Prepare, maintain, and create various schedules and/or events including a variety of meetings, travel arrangements, arrangements for space, food, and technology as requested. Complete and submit appropriate paperwork. Attend department and division meetings, generate and distribute minutes as requested. Coordinate division meetings, activities, and team building events.
• Maintain proficiency in the use of university database systems: Banner, Argos, EMS, timekeeping, CoursEval, Microsoft Office suite, Assetworks, Zoom, and Google Docs. Collect and compile statistical and financial data from various databases to generate reports as requested. Generate, interpret and compile data into reports used by the Associate Provost, Director of Concurrent Enrollment and administrative staff within the division.
• Coordinate and complete various Concurrent Enrollment functions each fall and spring semester, including request for Concurrent Enrollment courses on the Utah Tech University (UT) campus, on high school campuses, and for Success Academy. Maintain UT Campus enrollment spreadsheet each semester and ensure each course has the correct financial information and instructors added.
• Create and maintain Concurrent Enrollment electronic student files, distribute student correspondence, monitor student financial accounts and send invoices/emails for payment, complete add/drop and withdrawal forms for students upon request, and audit SSID reports for Concurrent Enrollment students. Provide follow-up with teacher and course approvals with CE teachers and UT department chairs on campus. Send tuition payment reminders via text message and email to CE students.
• Provide continuous support and reports to Concurrent Enrollment high school counselors and their approved teachers. Participate in local, regional and state committee meetings. Generate and distribute committee meeting minutes as requested.
• Provide support for Career and Technical Education (CTE) program by maintaining budget requests and invoices, establishing a cohesive working relationship with personnel in Business Services, and submitting funding requests to the State of Utah quarterly and end of each year.
• Review and print monthly budget transactions for department accounts for the Associate Provost. Track and reallocate purchase card transactions and expenditures for division employees weekly. Prepare budget reports and journal entries as needed.
• Maintain relationships with department Administrative Assistants and part-time employees. Assist with part and full-time payroll using the NOVAtime system as requested. Generate and submit contract services forms and assist in new part-time employee paperwork in EPAF as requested.
• Perform other duties as assigned.

• Associate's degree, or vocational/technical school degree, required. Bachelor's degree preferred. A combination of education & experience totaling five years may be substituted for the degree.
• At least three years' related office experience required.
• Must be well-organized, flexible, and enjoy the administrative challenges of working with a number of programs, as well as attention to detail.
• Strong computer skills in word processing, spreadsheets, desktop publishing, internet, basic website maintenance and email.
• Knowledge of general office practices and procedures, including office machines, inventory, and ordering.
• Financial record keeping experience and administrative support staff experience; appropriate receptionist/telephone skills and knowledge of grammar, punctuation, and correspondence forms.
• Ability to work independently with little or no supervision supporting the division with diverse staff and customer needs.
• Ability to interact with staff and customers at all levels while in a fast-paced environment, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.
• Ability to properly represent the University and division in exercising good human relations skills.

POSITION DETAILS, COMPENSATION AND BENEFITS: Full-time non-exempt staff (overtime-eligible) position. Annual salary of $45,000, with a desired start date of June/July 2025. 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.

ELECTRONIC APPLICATION PROCEDURES: Application review begins May 29, 2025. Submit application materials (including resume contents and contact information for three professional references) and upload a cover letter electronically. If, because of a disability, you need special services or facilities to apply for this opening, please call the Human Resources Office at (435) 652-7520.

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 north of Las Vegas. The area is renown for its red rocks, desert climate, over 300 days of sunshine annually, and featuring easy access to world-class outdoor recreational opportunities. Click here to learn more about the University.

Utah Tech University is a fast-growing Utah public institution of higher education, with more than 13,000 students. We offer over 250 programs, including doctoral, masters, bachelors, associates, certificates, endorsements, minors, and/or emphases. We seek to recruit and retain diverse and ambitious faculty and staff who bring new ideas, possess values and career aspirations aligned with the mission and vision, and are inspired to build a premier open, comprehensive, polytechnic university. Utah Tech University is an Equal Opportunity / Affirmative Action employer; the President and employees of the University are fully committed to Affirmative Action within its employment programs and activities. Utah Tech does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, pregnancy, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or the University's non-discrimination policies:

• Director of Equity Compliance / Title IX Coordinator: Hazel Sainsbury - titleix@utahtech.edu, HCC 579, 435-652-7747.
• Deputy Title IX Coordinator: Brenda Medrano - titleix@utahtech.edu, BROWN 102, 435-879-4769.

• U.S. Department of Education, Office of Assistant Secretary for Civil Rights, ocr@ed.gov, 800-421-3481.
• U.S. Department of Education, Denver Regional Office, ocr.denver@ed.gov, 303-844-5695.