Admin Support III - Applied AI Institute

Admin Support III - Applied AI Institute

Salary

$19.15 - $22.53 Hourly

Location

Main Campus - Orem

Job Type

Part-Time Staff

Job Number

FY2706813

Division

VP Academic Affairs

Department

Applied AI Institute

Opening Date

11/06/2026

Closing Date

11/18/2026 11:59 PM Mountain

Required Documents Needed to Apply

Resume

Applicant Support

1-855-524-5627

Support@schooljobs.com

• Description
• Benefits
• Questions

Position Announcement

Utah Valley Universitys Kahlert Applied AI Institute offers a unique opportunity to play a meaningful role in one of the universitys most innovative and forward-looking initiatives. As the Administrative Support III, you will serve as the operational foundation of the Institute, helping faculty, students, industry partners, and staff succeed through exceptional organization, communication, and administrative support. Your work will directly contribute to programs and projects that advance the practical application of artificial intelligence while supporting a collaborative academic environment dedicated to learning, innovation, and community impact.

This part-time, on-site position provides the opportunity to take ownership of a wide range of responsibilities and make a visible difference every day. Working closely with Institute leadership, you will coordinate essential functions such as budgeting, procurement, event support, travel arrangements, and office operations, exercising sound judgment and independence in a dynamic setting. For professionals who enjoy variety, autonomy, and being a trusted resource within a mission-driven organization, this role offers a rewarding opportunity to support meaningful work while maintaining a consistent schedule.

Summary of Responsibilities

• Budget & Financial Administration: Monitor, track, and reconcile two Institute funding indexes: the appropriated operating index and the donation index; Process Foundation Program Transfer Requests for donation-funded expenditures; Reconcile P-card and travel expenses; Process requisitions and vendor purchases through university-approved systems; Obtain required approvals for food and other purchase categories; Maintain accurate, audit-ready electronic records of all transactions.

• Calendaring, Scheduling & Meeting Support: Schedule and maintain recurring and one-time meetings for the Director; Manage the Directors calendar and the Institute email account; Draft agendas, take notes as needed, track follow-up items, and distribute materials; Coordinate meeting space requests through university-approved systems; Process meeting invitations and track responses.

• Communications, Web & Digital Systems: Maintain the Institutes website through the UVU content management systems; Draft, format, and distribute professional communications and materials; Represent the Institute professionally in written and verbal communication with faculty, staff, students, and external partners; Handle personnel and organizational change requests professionally, promptly, and accurately.

• Event & Program Logistics: Support planning and logistics for Institute workshops, events, and meetings; reserve venues through university-approved systems; coordinate catering, materials, and setup as needed; Attend UVU trainings as required; maintain and update Institute documentation throughout the year; organize and manage digital files

Qualifications / Licenses / Certifications

• Associates degree or higher.
• Two years of administrative, office support, or closely related professional experience, including experience with budget management, calendaring, procurement, purchasing, or vendor coordination in a professional setting, records management, and professional communication.
• Proficiency with Microsoft Outlook/Microsoft Office Suite.
• Demonstrated ability to organize and maintain accurate records and files
• Ability to work on-site Monday-Friday, 9:00 a.m.-1:00 p.m. (20 hours/week); with some weeks requiring an additional 8 hours (special projects, events, etc.). Not to exceed 28 hours total per week.

Preferred Qualifications:

• Bachelor's degree or higher from an accredited university.
• Two or more years of administrative experience in a higher-education, public-sector, or professional-office setting.
• Experience with Banner Finance, expense and procurement systems, and scheduling/event planning systems.
• Experience processing personnel transactions in a university or large-organization HR system.
• Experience managing or reconciling donor, gift, or restricted-fund indexes, including foundation transfer procedures.
• Proficiency with the full Adobe Acrobat suite, including PDF editing, form creation, and document appending.
• Experience maintaining website content using a CMS.
• Experience planning or coordinating events, workshops, or meetings, including venue reservations and logistics.

Knowledge / Skills / Abilities

Knowledge

• University administrative operations in a higher-education setting, including budget monitoring, personnel transactions, procurement, travel, and records management.

• Financial tracking and reconciliation concepts - appropriated versus donation/gift funding, index-based budgeting, allowable costs, and expense documentation.

• Standard office software: Microsoft Outlook, Microsoft Office Suite, and Adobe Acrobat (PDF creation, editing, and fillable forms).

• Records management principles, including organized digital filing, version control, document retention, and confidentiality.

• Professional written communication standards for a university and public-facing office setting.

Skills

• Budget monitoring and transaction reconciliation using Banner Finance and Concur, or similar.

• Procurement and purchasing, including requisition submission and approval tracking.

• Calendar and inbox management, including recurring meetings, scheduling across seniority levels, and proactive follow-through.

• Professional drafting, editing, and formatting of written materials

Website content maintenance using a content management system (CMS).

• Digital file management: organized, consistent, and audit-ready record-keeping in OneDrive or equivalent.

• Attention to detail sufficient to catch errors in financial documents, personnel forms, and official correspondence before they are submitted.

Abilities

• Learn new university software systems and procedures independently using available training resources.

• Manage multiple recurring administrative responsibilities simultaneously - budgets, calendars, personnel transactions, procurement.

• Work independently and exercise sound judgment.

• Handle sensitive financial, personnel, and institutional information with professionalism.

• Interact effectively, warmly, and professionally with faculty, senior administrators, students, vendors, and external partners.

• Maintain, update, and improve procedural documentation.

• Work reliably and punctually on-site during established hours (Monday-Friday, 9:00 a.m.-1:00 p.m.).

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.

Utah Valley University's dedication to exceptional care offers quality service and benefits to employees while staying committed to meeting the needs of a diverse workforce.

Although part-time and adjunct (less than 30 hours per week) employees are ineligible for the full-time employee benefits package, the university is pleased to offer the following:

• Undergraduate tuition remission benefit:

• Part-time: waives 100 percent of tuition and general student fees for up to 3 credit hours or 1 course after 6 consecutive months of employment and a minimum of 480 hours worked (dependents do not qualify)

• Adjunct: waives 100 percent of tuition and general student fees for one course per semester in which there is an active teaching assignment at the university (dependents do not qualify)

• Access to the Employee Assistance Program (EAP)

• Access to Campus Recreation and Wellness

• Exclusive cash rewards through Utah Community Credit Union's (UCCU) branch on UVU's campus when becoming a member

01

Do you meet the minimum requirements for this position as outlined? • An associates degree or higher. • Two years of administrative, office support, or closely related professional experience, including experience with budget management, calendaring, procurement, purchasing, or vendor coordination in a professional setting, records management, and professional communication. • Proficiency with Microsoft Outlook/Microsoft Office Suite. • Demonstrated ability to organize and maintain accurate records and files • Ability to work on-site Monday-Friday, 9:00 a.m.-1:00 p.m. (20 hours/week); with some weeks requiring an additional 8 hours (special projects, events, etc.). Not to exceed 28 hours total per week.

• Yes
• No

02

What is your highest level of education?

• High School or equivalent
• Associates
• Bachelors
• Masters
• Ph.D.
• Ph.D. (abd)
• Juris Doctorate

03

How many years of experience do you have in this type of position?

• <1
• 1
• 2
• 3
• 4
• 5
• 6
• 7
• 8+

04

How many years of professional administrative, office support, or closely related experience do you have that included responsibilities such as budget management, calendaring, procurement, purchasing, vendor coordination, records management, and professional communication?

• Less than 1 year
• 1-2 years
• 3-4 years
• 5-7 years
• 8 or more years

05

Are you proficient in Microsoft Outlook and the Microsoft Office Suite (Word, Excel, PowerPoint, and Teams)?

• Yes
• No

06

Are you able to work on-site Monday through Friday from 9:00 a.m. to 1:00 p.m. (20 hours per week), with occasional weeks requiring up to 8 additional hours for special projects or events, not to exceed 28 hours total?

• Yes
• No

07

Have you processed personnel transactions (such as hiring, onboarding, job changes, time entry, or personnel records updates) in a university or large-organization HR system?

• Yes
• No

08

Have you managed or reconciled donor funds, gift accounts, restricted funds, grant indexes, or foundation transfers?

• Yes
• No

Required Question

Employer Utah Valley University

Address 800 W. University Parkway

Orem, Utah, 84058

Phone Applicant Support 855-524-5627

Website http://www.uvu.edu