Admin Support III - Music Job at Utah Valley University in Orem

Utah Valley University seeks a detail-oriented and proactive professional to provide essential administrative and operational support to the Music Department. The Administrative Support role ensures the smooth and efficient functioning of departmental operations by managing budgets, processing financial transactions, coordinating travel, and maintaining accurate records. This position plays a key role in supporting the Department Chair, faculty, and students through excellent organization, clear communication, and responsive service.

As a valued member of the academic team, this individual will contribute to the department's success by overseeing hiring logistics, preparing correspondence and reports, coordinating schedules, and assisting with departmental events and initiatives. This is an excellent opportunity for a highly organized, service-minded professional who enjoys managing multiple priorities, supporting academic excellence, and ensuring the department runs efficiently in support of UVU's mission of student success.

• Performs advanced and confidential administrative support for the department chair and faculty of the Music department. Schedules appointments, meetings, and makes travel arrangements for guest artists, faculty/staff searches, and department chair. Organizes meetings, schedules rooms, attends meetings as appropriate, and keeps accurate minutes. Assists with preparing agendas and documents for meetings. Assists the department chair with the scheduling of academic classes and course textbook orders. Coordinates the preparation and submission of reports, publications, and newsletters. Creates and maintains databases.
• Prepares and manages unit budgets and maintains the unit's files, inventories, ordering, receiving, billing, distribution, monitoring, and reconciling of expenditures and course fees. Oversees the payroll process, including the preparation, submission, monitoring, and maintenance of payroll records. Coordinates department financial activities, including ePAFs, eSAFs, private lesson payments, new hire applications, and submission for part‑time faculty and staff, requisitions, purchase orders, travel, index tracking and reconciliation, budget balances, etc.
• Handles composing routine correspondence and obtaining faculty information, requiring knowledge of policies/procedures of both assigned and work‑related areas. Informs students, faculty, and the public of departmental and university services available. Handles incoming calls and walk‑in traffic, providing correct and accurate information. Understands and/or explains the policies and procedures to employees, residents, visitors, government agencies, etc., as necessary.
• Perform other job‑related duties as assigned.

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.

Preferred Qualifications

• Knowledge of accounting and budgets is highly desirable.
• Two years of experience related to the summary of duties in a higher education setting.

Knowledge

• Knowledge of best practices in events, correspondence, and appropriate matters of etiquette in various settings.
• Knowledge of University policy and procedures.
• Knowledge of budget spending and reconciling.
• Knowledge of FERPA.
• Knowledge of piano and instrument care.

Skills

• Skilled inoffice methods, techniques, practices, and procedures.
• Skilled inthe use of computers and computer software applications, including word processing, spreadsheets, email, internet, databases, and presentations (Microsoft Office Suite).
• Skilled inthe preparation and understanding of reports, charts, graphs, and tables.
• Strong interpersonal, problem‑solving, and decision‑making skills.
• Exceptional customer service orientation and phone/online etiquette.
• Skilled inrecord management.
• Perform a variety of administrative support duties with minimum supervision.
• Skilled in communicating effectively, verbally, and in writing.
• Skilled in coordinating and assisting in the preparation and monitoring of departmental financial transactions and budgets.

Abilities

• Ability to plan and anticipate potential changes and act accordingly.
• Ability to exercise independent judgement and decision‑making, prioritize and follow projects through to successful completion under minimal supervision.
• Ability to follow oral and written procedures and instructions.
• Ability to meet and work with people from a variety of backgrounds.
• Ability to maintain confidentiality at all times.
• Ability to achieve and maintain professionalism.