Administrative Specialist for College of Education

Under the direction of the Dean, provides complex and confidential administrative support to the College of Education and serves as a principal liaison between chairs, faculty, staff, and students. Acts as frontline support and representative to the office of the Dean and the College. Ensures smooth operation of the office under the pressure of frequent interruptions and changes in priorities. Handles sensitive information with professionalism and integrity and is able to conduct oneself in a proficient and confident manner, using independent judgment and decision-making. Daily responsibilities include coordinating the Dean's calendars, arranging meetings and events, tracking budget and expenditures, processing paperwork, and providing assistance to faculty, staff, students, and the public.

• Assist dean, department chairs, and faculty in administrative matters regarding day-to-day operations and procedures of the college and departments. Assist in answering and screening telephone calls, receiving messages, making appointments, and scheduling meetings.
• Generate, interpret, and compile complex statistical and financial data from various databases to create reports used by administration. Enter, track, and maintain faculty workload, course assignments, contract types, and release times. Maintain proficiency in University database systems like Banner, Argos, timekeeping, evaluation programs, Microsoft Office, cloud-based document-sharing, and other programs.
• Assist dean, department chair, and faculty in preparation, review and submission of curriculum forms through CourseLeaf. Generate Course Inventory Management (CIM) agenda; collect and organize new and existing program proposals for college curriculum meetings; prepare minutes and send approved changes to University Curriculum Committee (UCC).
• Compile, compose, edit, and distribute routine departmental correspondence. Proactively manage college-wide emails and mailings; modify drafts for approval. Maintain and monitor confidential academic and budgetary records and databases. Generate and distribute committee and departmental meeting minutes.
• Prepare, maintain, and create various schedules and/or events including a variety of meetings, travel arrangements, and arranging for space, food, and technology. Complete and submit appropriate paperwork.
• Reconcile and post budget transactions for accounts and run monthly report for dean and department chairs. Track, reallocate, and reconcile budget transactions and expenditures for accounting and purchasing departments. Prepare budget reports and journal entries as needed.
• Schedule, compile, track, and maintain faculty evaluations (supervisor, self, peer, and faculty role statements), course evaluations, along with rank, tenure, and promotion paperwork. Maintain confidential paperwork and electronic files and records, in accordance with University Policy, and ensures appropriate departments (HR, Business Services, and Provost's Office) have associated copies.
• Oversee and train department administrative assistants and work-study students. Assist with interns, student senators, part-time instructors and other positions. Monitor hours worked using the Empower system. Generate and submit contract service forms and assists with new hire paperwork.
• Order office supplies, maintain office equipment, and work with outside vendors. Generate work orders with Information Technology Services and Facilities Management departments to ensure equipment upgrades and building maintenance.
• Perform other duties as assigned.

• Associate's degree required; bachelor's degree preferred.
• At least three years' related experience required; experience working in a higher education environment.
• Must be well-organized, flexible, and be attentive to detail.
• Ability to exercise tact in dealing with irate, abusive, or upset persons on the telephone or in-person.
• Ability to concentrate on detailed projects during numerous interruptions by telephone or from walk-in inquirers.
• Demonstrated computer skills in word processing, spreadsheets, database programs, internet, and email. Corrected typing speed of 65 words per minute preferred.
• Knowledge of general office practices and procedures.
• Knowledge of English grammar, punctuation, correspondence forms, and telephone etiquette.
• Ability to handle sensitive information with professionalism and integrity; able to conduct oneself in a proficient and confident manner, using independent judgment and decision-making.
• Ability to exercise basic human relations skills in establishing and maintaining effective working relations with the University community.

POSITION DETAILS, COMPENSATION AND BENEFITS: Full-time non-exempt staff (overtime-eligible) position. Annual salary of $45,000 with a desired start date of September 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 July 28, 2025; open until filled. 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.