Admin Support III - First Year Center

This role at Utah Valley University offers the opportunity to be at the center of a student-focused advising environment, directly supporting first-year student success. In this position, you'll contribute to a collaborative team by providing essential administrative and operational support to the First-Year Advising Center. From coordinating schedules and managing communications to supporting hiring, onboarding, and budget processes, the work is both varied and impactful—helping ensure students and staff have the resources they need to succeed from day one. Ideal candidates will enjoy a dynamic, detail-oriented role where organizational skills, initiative, and professionalism are highly valued. You'll also play a meaningful part in event planning, student outreach, and data-informed projects, gaining exposure to higher education operations while making a tangible difference in the student experience. This is an excellent opportunity for someone who thrives in a fast-paced, service-oriented environment and wants to contribute to a welcoming campus community.

Scheduling & Student Support:

Coordinates advisor calendars, appointment scheduling, and meeting logistics. Provides occasional front desk coverage, assisting with check-ins, drop-ins, and appointment support. Oversees all employee's online appointment scheduling systems and adjusts based on the academic cycle and departmental needs.

Office Operations:

Manages office supply ordering, equipment inventory, digital signage, and workspace organization.

Budget & Finance:

Supports financial processes including purchasing, expense tracking, budget reconciliation, and year-end closeout. Communicated budget status to director and ensures compliance with purchasing procedures.

Hiring & Onboarding:

Coordinates job postings, interview logistics, and onboarding for new hires. Prepares ePAFs and other necessary documentation, assigns equipment, and facilitates access setup to ensure smooth transition for incoming staff.

Event Planning & Team Engagement:

Organizes retreats, appreciation events, and team-building activities. Manages logistics such as scheduling, catering, materials, and communication. Supports department initiatives like the annual retreat and Culture and Professional Development committees.

Communication & Outreach:

Assists with outreach to newly admitted students and manages transition communications. Prepares and sends targeted emails to support student engagement and promote advising services. 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 Administrative knowledge of office methods, techniques, practices and procedures. Knowledge of Microsoft Office Suite applications. Knowledge of FERPA regulations. Skills Skill in public relations and the ability to work with people across varied backgrounds and personalities. Skill in the use of computers and computer software applications, including proficiency in Word, PowerPoint, Excel, and Banner. Skilled in the performance of standard office work. Strong interpersonal, problem-solving, and decision-making skills. Abilities Ability to communicate effectively with various groups. Ability to anticipate departmental and student needs. Ability to work well as part of a team and to build and nurture strategic relationships within the FAC and across campus departments and divisions. Ability to maintain confidentiality of highly sensitive information at all times. Ability to perform a variety of administrative support duties with minimum supervision. Ability to communicate effectively. Ability to maintain confidentiality.