Executive Assistant III

Why Work at BYU   

Our unique mission, deeply rooted in the Gospel of Jesus Christ, provides countless ways to serve and make an impact. This, along with our remarkable culture of belonging, weekly devotionals, and endless opportunities for learning and growth—all situated within a beautiful and historic campus—make it hard to imagine a more inspiring place to work. 

Job Description

The Executive Assistant oversees the office's general workflow, manages multiple approval and tracking processes, and serves as the primary point of contact for the AAVP-Faculty Development. The incumbent is also asked to complete various data-gathering and data-presentation projects and regularly offers assistance in multiple areas.

What you will be doing in this position:

Administrative Support

• Schedule meetings & take telephone calls for the AAVP-FD

• Manage highly confidential information and data

• Maintain office filing system, both electronic and hard-copy

• Provide clerical support at meetings as requested

• Monitor & reconcile office expenses through Workday

• Manage stock of office supplies

• Prepare correspondence

• Complete other special projects as assigned

• Gather information for various research projects related to AAVP-FD activities

• Process necessary forms related to student employees under the University Records Analyst

• Maintain minutes and coordinate monthly University Archives Committee meeting for confidential historic documents

Faculty Rank & Status

• Assist in preparation and approval of college R&S documents and R&S council reference documents

• Manage R&S archive and database & generate reports based on collected data

• Review all Rank and Status applications for completion and assist the AAVP-FD in writing review summaries.

• Coordinate the twice-weekly university R&S council meetings during Winter semester and provide support as needed

• Coordinate sharing of R&S files and review summaries within the university R&S councils, AVP office, and President’s office

• Prepare official correspondence regarding R&S outcomes

• Coordinate the timely rotation of members of the Faculty Councils on Rank & Status (Professional & Professorial)

• Coordinate appeals of AVP’s R&S recommendation, including redacting and securely distributing confidential documents and ensuring that all participants (appellants, panel chairs and members, and university and faculty representatives) comply with policy deadlines for material submissions

• Collect annual reports from deans regarding faculty undergoing post-CFS review

• Process CFS delay requests from faculty across campus

Faculty Leave Requests

• Act as Leaves Manager for faculty leaves in Workday

• Review all faculty leave requests (Parental, Personal, & Professional Development)

• Track leave requests and move them through the approval process

• Notify college offices, the Faculty Compensation office, and Human Resources regarding leave approvals

• Maintain archive of past leave requests

Faculty Awards

• Maintain the faculty award nomination packet template files and provide updates as needed

• Collect and compile award nominations from colleges and manage these files throughout the entire awards process

• Assist Faculty Awards Committee in preparing materials and managing award nominations, including coordination with external reviewers such as the BYU Alumni Association

• Collect & compile review data from award committee members using Qualtrics or other data collection tools

• Coordinate the timely rotation of members of the Faculty Awards Committee

• Prepare official correspondence for award recipients

• Prepare framed awards for Annual University Conference meetings

Document Review & Revision

• Create and edit various forms and reports as part of other office duties

• Distribute forms to collect data from colleges/areas across campus

• Ensure that office forms and documents posted electronically are up-to-date

What you will be doing in this role:

Education/Experience

Minimum education/experience required:  

• College degree OR 5 years of higher education work experience

Preferred education/experience:

• College degree, BS or BA (MA or MS considered)

• 5-10 years of experience in office administration or as an executive assistant

What we offer in return:

This position comes with fantastic benefits, including:

• 401k. BYU automatically contributes 8% at no cost to you. Additionally, if you
contribute 5%, BYU adds an additional 4% (Rehires may qualify for different
retirement plans)
• Generous vacation and sick time, plus 13 paid holidays
• Employee assistance program, available to the employee and all members
of their household
• Tuition benefits for employees and eligible family members
• Access to athletic facilities
• Excellent medical/dental benefits
• Short/long term disability benefits
• Paid parental and maternity leave
• Wellness program
• Free on-campus parking
• Free UTA passes for employee, spouse, and qualified dependents
• Discounts at the BYU Store and for many events at BYU

Pay Level: 50 (non-exempt)

Compensation Range

Actual compensation based on education and experience

Required Documents:

All staff positions require a resume with an optional cover letter.

Refer to the Job Description for any additional required documents.

Members of the Church of Jesus Christ of Latter-day Saints must hold and be worthy to hold a current temple recommend.

Brigham Young University is an equal opportunity employer, including disability and protected veteran status.

Brigham Young University (BYU) is widely recognized not just for its world-class education, but for its deep commitment to inspired religious values. Gathered together in a Christ-centered atmosphere, BYU employees are a vital part of a community of belonging, where we value the experiences, perspectives, and talents of each individual. If you share in our devotion to faith and to excellence, we have a place for you here at BYU!

Salary : $24 - $32