Senior Administrative Assistant

Overview

Utah State University (USU) Libraries is currently seeking an experienced and highly professional Senior Administrative Assistant (Administrative Assistant SR) to provide vital administrative support to the Dean and the University Libraries Executive Team. The successful candidate will play a critical role in daily operations as well as coordinate special projects and events within a collaborative team environment. We are looking for an individual who can work under pressure performing their duties independently, with skill, and innovative thinking.

Responsibilities

Dean’s Office Support (40%)

• Serve as the professional and friendly first point of contact for administration, faculty, staff, students, donors, and community members reaching out to the Dean’s office.
• Perform various office duties, such as answering phones, directing calls, data entry, file management, securing electronic signatures, and handling office supplies and equipment.
• Manage calendars for the library’s executive team, including scheduling appointments, coordinating meetings, and prioritizing schedules.
• Facilitate travel arrangements and submit Travel Authorizations for the Dean, special guests, and position candidates.
• Represent the Dean’s Office in a variety of settings by cultivating strong, professional relationships with university colleagues, library supporters, and community partners, while ensuring effective communication and collaboration.
• Prepare agendas, coordinate meetings, and take/transcribe meeting minutes for the Administrative Team.
• Perform miscellaneous duties as assigned.

Special Projects/Events Support (25%)

• Under the guidance of the Dean or Associate Deans, plan and execute events, including receptions, retreats, lectures, and selected library outreach activities.
• Ensure compliance with organizational policies and procedures for contracting, booking, and scheduling venues, vendors, and speakers.
• Manage special projects or initiatives as directed by the Dean including Chairing the Libraries’ Research Week Working Group and the Arrington Lecture Series.

Building and Facility Coordination (10%)

• Act as a backup for staff with facilities issues and questions.
• Serve as the coordinator between library staff, building team, Public Services Department Head, and the Executive Committee.
• Manage key cards/physical keys and perform an annual key card audit.
• Supervise one student employee who maintains the staff breakroom.

Development Support (15%)

• Support University Libraries development activities by liaising with university Advancement and handling communication and promotional materials.
• Coordinate Phonathon activities in collaboration with University Advancement.
• Manage specific stewardship activities, including tracking donations, generating correspondence, and maintaining accurate donor engagement records.
• Support the work of Merrill-Cazier Friends of the Library, including scheduling meetings, budget tracking, event logistics, and producing promotional materials, in coordination with the Friends’ Board President.
• Plan Marginalia, the publication of the Friends of the Library, in collaboration with the Dean and the Marketing Coordinator.

Processes Related to Tenure-Track and Tenured Faculty (10%)

• Administer promotion and tenure dossier systems for the Libraries.
• Track annual faculty role statements and reviews.
• Evaluate and maintain accurate records of tenured or tenure-track faculty, tenure and promotion committees, and the post tenure and annual review process for faculty.
• Maintain faculty personnel files.
• Coordinate Libraries’ Faculty Senate obligations, including managing elections and Library Advisory Council activities.

Qualifications

Minimum Qualification:

• Eight years of relevant office 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 related experience

Preferred Qualification:

• Familiarity with USU or other higher education institutional processes and procedures including experience with software such as Banner, Interfolio, and/or Millennium.
• Experience with event planning and coordinating catering.

Knowledge, Skills, and Abilities:

• Proficient in MS Office suite (Word, Excel, Outlook, and PowerPoint).
• Proficient with productivity tools such as Slack, AirTable, Qualtrics, and/or Box.
• Exhibit the ability to solve problems, work well under pressure, manage multiple tasks simultaneously, take initiative, and work independently.
• Demonstrated effective written and oral communication skills.
• Excellent organizational skills.
• Ability to handle sensitive and confidential business data and personal information.
• Maintain a professional and friendly office atmosphere.
• Interact professionally and patiently with students, faculty, staff, and colleagues.
• Excellent interpersonal skills, with the ability to represent the Dean’s Office effectively in diverse settings.
• Experience in creating, composing, and editing written and electronic materials with keen attention to detail.
• Willingness to undertake any necessary training needed to perform job functions or enhance job performance.

Required Documents

Along with the online application, please attach:

Resume/CV 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.**

Advertised Salary

Minimum $60,000, 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. The employee is frequently required to reach with hands and arms and may lift and/or move up to 10 pounds.

College/Department Highlights

This Senior Administrative Assistant position at Utah State University Libraries offers a unique opportunity to contribute to the success of our institution. We welcome qualified candidates to apply and join our dynamic team.

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 28,900 students, both online and in person at locations 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 Online educates students from all 50 states and 55 countries. For over 25 years, USU Extension has served and engaged Utahns in all of Utah’s counties.

Competing at the NCAA Division I level, USU is a proud member of the Mountain West Conference and will join the Pac-12 Conference beginning in the 2026-2027 season. The Aggies’ long-standing tradition of athletic and academic excellence is exemplified by conference championships in multiple sports, reflecting USU's commitment to perseverance and achievement.

Utah State is dedicated to fostering a community where all individuals feel respected, valued, and supported. We seek to recruit, hire, and retain people from all walks of life who will champion 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 named Utah State the best employer in Utah in 2023. Learn more about USU. 

The university provides a Dual Career Assistance Program to 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 (435) 797-0122 or [email protected]. 

*updated 09/2025

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

Matthew Pinner

Executive Director

Civil Rights & Title IX Office

[email protected]

435-797-1266 | Old Main Rm. 401D

1475 Old Main Hill, Logan, UT 84322

Cody Carmichael

Title IX Coordinator

[email protected]

435-797-1266 | Old Main Rm. 402D

1475 Old Main Hill, Logan, UT 84322

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

U.S. Department of Education

Denver Regional Office

303-844-5695| [email protected]

U.S. Department of Education

Office of Assistant Secretary for Civil Rights

800-421-3481 |  [email protected]

*updated 10/2025