Program Assistant II
Program Assistant II
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Job Description
Overview
The Program Assistant II provides essential organizational and administrative support to the Executive Director and Associate Director of Educational Initiatives and Innovation in the Center for Empowering Teaching Excellence (ETE) at Utah State University.
This position plays a key role in maintaining smooth daily operations across the Centers leadership initiatives communication processes and institutional partnerships. Working closely with the Centers senior leaders the Program Assistant II manages calendars correspondence documents and operational workflows while assisting with the coordination of strategic projects and internal reporting.
This role requires strong attention to detail effective time management and a collaborative mindset to support a fast-paced high-impact academic unit.
- This position is eligible for hybrid work within the state of Utah.
Responsibilities
Executive and Operational Support:
- Manage calendars and scheduling for the Executive Director and Associate Director of Educational Initiatives and Innovation including coordination of meetings with faculty academic leadership and internal and external partners
- Prepare agendas take notes and assist with follow-up communications for high-level meetings attended by the Executive Director and Associate Director of Educational Initiatives and Innovation
- Draft proofread and format internal and external communications including email correspondence memos and reports
- Maintain organized digital filing systems and track key deadlines for ongoing initiatives and deliverables
- Assists in preparing monthly budget reports for the Executive Director and Associate Director of Educational Initiatives and Innovation
Project Coordination and Support:
- Provide the main logistical support for the ETE Annual Conference
- Assist with the coordination of projects and strategic initiatives led by the Executive Director and Associate Director of Educational Initiatives and Innovation including but not limited to the Empower Teaching Open Access Book Series the Presidents Leadership Academy (PLA) strategic planning processes and faculty development initiatives
- Organize project-related materials and communication ensuring clear timelines and deliverables to key stakeholders
- Help track action items and support accountability for cross-functional teams and working groups
- Streamlines procedures to improve efficiency of ETEs services and programming
Communication and Stakeholder Engagement:
- Serve as a point of contact for general inquiries to the Center directing questions to appropriate staff or resources
- Support the coordination of communications with campus partners including compiling email lists drafting outreach and managing document-sharing systems
- Help maintain consistency in messaging and document branding across presentations reports and internal materials
Event and Meeting Logistics:
- Coordinate logistics for meetings retreats and workshops led by the Executive Director or Associate Director of Educational Initiatives and Innovation including reserving spaces arranging technology and preparing materials
- Assist with the coordination of events related to ETE teaching research and leadership initiatives
Reporting and Documentation:
- Assist with gathering formatting and compiling data or documentation for internal reports grant proposals and strategic planning documents
- Help maintain records of participation feedback and outcomes related to leadership and faculty development programs
- Support the collection and organization of qualitative and quantitative data for institutional reporting and impact narratives
General Office Support:
- Provide backup coverage and general administrative support to the broader ETE team as needed
- Monitor supply levels and place orders in collaboration with other program staff
- Maintains and creates website content
- Assist with onboarding new staff and faculty collaborators by preparing materials and providing logistical support
Qualifications
Minimum Qualification:
- Two years of experience or an associate degree/technical training is required.
Knowledge Skills & Abilities
- Organizational Skills: Ability to coordinate and manage multiple events timelines and priorities efficiently.
- Communication & Marketing: Proficiency in creating written materials social media posts newsletters and event announcements; knowledge of communication principles and marketing techniques.
- Technical Proficiency: Competence with basic office equipment databases and computer software (e.g. Microsoft Office Adobe Creative Suite social media platforms).
- Customer Service: Ability to represent the department in a positive manner; respond to inquiries professionally and courteously.
- Problem-Solving: Skilled in creative proactive approaches to address logistical challenges and resolve issues.
- Confidentiality: Ability to handle sensitive and confidential information responsibly.
- Initiative: Capable of working independently making routine decisions and improving processes without close supervision.
- Knowledge of University Policies: Familiarity with institutional guidelines regarding events purchasing and general administrative duties (or willingness to learn quickly).
Required Documents
Along with the online application please attach:
to be uploaded at the beginning of your application in the Candidate Profile under Resume/CV
letter to be typed/pasted at the end of your application
**Document size may not exceed 10 MB.**
Advertised Salary
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.
University Highlights
Founded in 1888 Utah State University is Utahs 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 28900 students both online and in person atlocations throughout the state. Utah States 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 Utahs 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 USUs 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 willchampion excellence in education research discovery outreach and believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be recognized our commitment to employees when they namedUtah State the best employer in Utahin 2023.Learn moreabout USU.
The university provides aDual Career Assistance Programto support careers for partners who are also seeking is committed to providing access and reasonable accommodations for individuals with disabilities. To request a reasonable accommodation for a disability contact the universitys ADA Coordinator in the Office of Human Resources at or.
*updated 02/2025
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 or expression 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 USUs non-discrimination policies:
Executive Director of the Office of EquityMatthew PinnerDistance Education Rm. 401
Title IX CoordinatorCody Carmichael Distance Education Rm. 404
Mailing address: 5100 Old Main Hill Logan UT 84322
For further information regarding non-discrimination please visit or contact:
U.S. Department of EducationOffice of Assistant Secretary for Civil Rights
*updated 09/2023
Employment Type
Part-Time
