Job Details

Executive Assistant - Engagement and Effectiveness

Position Number: 7170086
Location: Orem, UT
Position Type: Executive Assistants

Executive Assistant - Engagement and Effectiveness

Salary: $55,141.00 - $64,871.00 Annually
Job Type: FT Nonexempt Salaried Staff
Job Number: FY2605984
Closing: 5/29/2026 11:59 PM Mountain
Location: Main Campus - Orem
Division: VP People & Culture

Position Announcement

This position provides advanced administrative, operational, financial, and project coordination support for the Chief Engagement and Effectiveness Officer (CEEO) and the Office of Institutional Engagement and Effectiveness (IEE). The role manages executive scheduling, budgeting, financial transactions, records, committee operations, and office logistics while supporting organizational planning and decision-making. The position coordinates projects, initiatives, committees, events, and cross-functional activities by maintaining timelines, tracking progress, organizing documentation, and facilitating communication among stakeholders. Responsibilities also include maintaining the office website, supporting surveys and reporting efforts, preparing briefing and project materials, and serving as a liaison with internal and external partners. Additionally, the role supports process improvement and business operations by helping develop documentation, standard procedures, tracking tools, and workflow enhancements to improve consistency, efficiency, and follow-through across office functions.

Summary of Responsibilities

Performs advanced and confidential administrative support for the CEEO, including coordinating the supervisor's calendar, briefing materials, deadlines, and administrative priorities. Coordinates financial and operational activities, including ePAFs, requisitions, purchase orders, travel, reconciliations, budget tracking, and related financial inquiries. Assesses budget activity, projected expenses, and available balances to support planning and decision-making. Prepares, monitors, and manages the organization's budget in coordination with the CEEO. Maintains administrative, financial, project, and operational records and supports tracking related to CEEO projects, initiatives, committees, reports, and deliverables. Assists with identifying administrative process needs, documentation gaps, recurring operational issues, and opportunities to improve consistency and efficiency across office functions. Serves on and helps manage the IEE's committees and the Taskforces by creating and submitting agendas, taking and disseminating meeting minutes, tracking attendance, documenting decisions, and following up on action items. Coordinates meeting logistics, including room reservations, technology needs, agendas, supporting materials, attendance, accessibility needs, and food arrangements while keeping dietary restrictions in mind. Attends ad hoc meetings as needed to record and summarize minutes for distribution. Supports meeting and committee effectiveness by maintaining action-item trackers, decision records, timelines, responsible-party lists, recurring agenda items, and follow-up documentation. Helps ensure that committee discussions, assigned tasks, deadlines, and outcomes are documented and organized for continuity. Provides project coordination support and logistics for IEE's initiatives, programs, committees, reports, events, strategic priorities, and cross-functional activities. Maintains project trackers, logs, timelines, and status updates. Tracks progress on assigned office initiatives and helps identify pending items, dependencies, and delays. Coordinates with stakeholders to collect updates, clarify information, schedule project-related meetings, confirm deliverables, and support the timely completion of work. Supports project planning by assisting with documenting objectives, organizing requirements, tracking timelines, and maintaining records of key decisions and changes. Supports project closeout by compiling final materials, documenting outcomes, gathering feedback, and organizing lessons learned or follow-up recommendations for review. Assists in data gathering by creating, editing, distributing, and tracking surveys needed for programs, initiatives, committee work, planning, and evaluation. Prepares basic reports, summaries, charts, tables, trackers, and briefing materials to support decision-making by the CEEO. Provides business analysis support by helping documentation, clarify stakeholder requests, organize feedback, map current administrative processes, and support improvements to office workflows and procedures. Assists with creating and maintaining standard operating procedures, process guides, templates, forms, checklists, project documentation, workflow summaries, and tracking tools. Helps identify opportunities to streamline administrative processes, improve documentation, strengthen communication, and support more consistent implementation of office priorities. Maintains the public-facing website for the IEE office, ensuring content is current, accurate, accessible, and aligned with office priorities, events, initiatives, and communications. Functions as a point of contact and liaison for the CEEO with internal and external stakeholders. Anticipates executive needs, helps resolve routine issues, and facilitates follow-up across stakeholder groups. Perform miscellaneous, job-related duties as assigned.

Qualifications / Licenses / Certifications

Graduation from an accredited institution with a Bachelor's degree and two years of experience in project management and/or administrative assistance OR an associate's degree and four years of experience in project management and/or administrative assistance OR years of experience in project management and/or administrative assistance totaling 6 years.

Knowledge / Skills / Abilities

Knowledge

Knowledge of advanced administrative and executive support practices, including calendar management, meeting coordination, records management, and office operations.
Knowledge of budgeting, financial tracking, reconciliations, purchasing processes, and university financial and administrative procedures such as ePAFs, requisitions, and travel coordination.
Knowledge of project coordination principles, including tracking timelines, deliverables, action items, dependencies, and project documentation.
Knowledge of committee and meeting management practices, including agenda preparation, meeting minutes, follow-up coordination, and records retention.
Knowledge of business process improvement methods, workflow documentation, and standard operating procedure development.
Knowledge of website content maintenance, accessibility standards, and professional office communications.

Skills

Skill in organizing and prioritizing multiple assignments, projects, deadlines, and competing administrative demands with attention to detail and accuracy.
Skill in preparing reports, summaries, spreadsheets, charts, trackers, and briefing materials to support operational planning and decision-making.
Skill in coordinating meetings, events, logistics, and communications with diverse internal and external stakeholders.
Skill in maintaining confidential and sensitive information with professionalism and discretion.
Skill in written and verbal communication, including drafting correspondence, documenting meeting outcomes, and communicating clearly with stakeholders.
Skill in using office productivity and collaboration software, database systems, spreadsheets, survey tools, and web content management systems.

Abilities

Ability to analyze financial, operational, and administrative information to support planning, prioritization, and problem-solving.
Ability to track and monitor multiple initiatives simultaneously while ensuring timely follow-up and completion of assigned tasks.
Ability to establish and maintain effective working relationships with administrators, faculty, staff, committees, and external partners.
Ability to identify operational inefficiencies, documentation gaps, and process improvement opportunities and assist with implementing solutions.
Ability to work independently, exercise sound judgment, and adapt to changing priorities in a fast-paced environment.

EEO Statement:

UVU employment decisions are made on the basis of an applicant's qualifications and ability to perform the job without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age (40 and over), disability, veteran status, pregnancy, childbirth, or pregnancy-related conditions, genetic information, or other bases protected by applicable federal, state, or local law.

To apply, please visit https://www.schooljobs.com/careers/uvu/jobs/5347421/executive-assistant-engagement-and-effectiveness

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