Admin Support III - Applied AI Institute

Position Announcement

Utah Valley University's Kahlert Applied AI Institute offers a unique opportunity to play a meaningful role in one of the university's 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 Director's 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 Institute's 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

• Associate's 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.).