Administrative Assistant IV

Overview The Utah Water Research Laboratory (UWRL) at Utah State University (USU) seeks a dynamic, experienced, professional, and highly motivated full-time administrative assistant to support the UWRL Director in the effective administration and operation of the laboratory and tracking research objectives. This role works with a high degree of independence and discretion, frequently handling sensitive matters and non‑routine issues. The position serves as a key resource within the laboratory community, coordinating complex activities, improving administrative processes, and mentoring or guiding lower‑level administrative staff. This position offers the opportunity to support the work of one of the nation's premier water research laboratories, helping ensure the smooth operation of a complex, multidisciplinary organization, and supporting complex collaborative research and operational initiatives. Responsibilities Administrative Support (30%)  Exercise independent judgment to manage advanced administrative and operational responsibilities for the UWRL Director and senior staff, proactively anticipating needs, resolving issues, and coordinating complex activities with minimal supervision. Manage complex and frequently changing calendars, meetings, and events with minimal supervision.  Exercise judgment in screening, prioritizing, and resolving inquiries, requests, and issues, including those of a sensitive or confidential nature. Maintain and oversee records management systems, ensuring compliance with policies, procedures, and retention requirements. Identify opportunities to improve administrative and operations processes and workflows; recommend and implement improvements as appropriate.  Compile, analyze, and interpret data to prepare detailed reports, summaries, and presentations for administrators, committees, and stakeholders. Draft, edit, and proofread correspondence, reports, and other materials, ensuring accuracy, consistency, and professionalism. Research Program Coordination (20%) Lead the administrative coordination of the director’s complex, multi-investigator research initiatives by independently tracking milestones, deliverables, timelines, and reporting requirements; proactively identifying potential issues; and following up with project teams to support successful project execution.  Track project milestones, deliverables, timelines, contract renewal, and reporting requirements, and maintain project records and documentation.  Facilitate communication among investigators, sponsors, and collaborating organizations to support timely completion of project objectives. Facility, Safety, and Operations (25%) Lead the management, maintenance, and long-term planning of UWRL facilities, serving as the primary administrative liaison for building improvements, infrastructure projects, and space planning. Serve as the primary liaison with USU departments to coordinate facility maintenance, infrastructure improvements, telecommunications, parking, safety, and other operational needs. Serve on the UWRL Safety Committee and interface with the relevant USU and community organizations for the development and implementation of safety and emergency evacuation plans, and emergency and security measures. Lab Coordination (10%) Serve as a primary point of contact for the department and represent leadership professionally to internal and external constituencies.  Connect students, staff, faculty, and leaders with appropriate resources to address questions or problems. Coordinate and execute complex events, conferences, tours and meetings, including logistics, correspondence, catering, materials preparation, and post‑event follow‑up. Coordinate interdepartmental activities and collaborate with other offices to resolve complex operational or other issues.  Operations Team Management (10%) Supervise and provide functional guidance, training, or mentoring to Receptionist, Maintenance Technician, IT Technician and/or other student / temporary employees as assigned. Manage office resources, including supplies, equipment, and routine budget tracking as assigned. Other (5%) Perform additional advanced administrative tasks and special projects as assigned.  Qualifications Minimum Qualifications: 7 years of experience; OR a bachelor’s degree in a related field plus 3 years experience; OR an equivalent combination of education and experience.  Preferred Qualifications: Experience with USU departments, policies, and procedures. Experience supervising others Experience in a research environment Flexibility for occasional long days, travel, or work outside business hours, offset by compensatory time. Knowledge, Skills, and Abilities: Advanced knowledge of office and administrative procedures. Strong interpersonal, verbal and written communication skills. Demonstrated professionalism, discretion, sound judgment, and ability to maintain confidentiality of sensitive information. Ability to work independently, prioritize competing demands, problem-solve, and manage complex workloads. Ability to anticipate needs, adapt to changing priorities, and manage multiple complex projects simultaneously. Willingness and ability to identify and implement improvements to laboratory facilities and processes. Ability to create and maintain a positive teamwork environment and growth mindset. Ability to build effective working relationships across departments and with external stakeholders. Proficiency with office software, including word processing, spreadsheets, as well as communication, project-management and calendar systems. Required Documents Along with the online application, please attach: Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV” Contact information for a professional reference to be entered at the beginning of your application in the Candidate Profile