Personnel Specialist (Business Assistant III)

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    "title": "Personnel Specialist (Business Assistant III)",
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    "datePosted": "2026-06-17T04:00:00.000Z",
    "description": "<h2>Overview</h2>\n<p>The Personnel Specialist (Business Assistant III) provides advanced business operations, personnel administration, payroll, and grant effort support for Extension Business Services. This position serves as a key resource for departments, supervisors, Business Managers, Human Resources, Payroll, Extension administration, and other university administrative offices in coordinating personnel actions, position management, payroll processes, grant effort reporting, business operations, and organizational support activities across a large and complex statewide organization.</p>\n<h2>Responsibilities</h2>\n<p><strong>Personnel Administration, Position Management, Payroll, and Grant Effort (60%)</strong></p>\n<ul>\n <li>Coordinate faculty, specialist, and staff personnel actions, including appointments, reappointments, funding changes, role statements, organizational updates, and separations.</li>\n <li>Assist with position management activities, including position descriptions, role statements, organizational changes, and position updates.</li>\n <li>Coordinate payroll-related activities, including funding changes, labor distribution reviews, appointment updates, payroll corrections, and resolution of payroll-related issues.</li>\n <li>Review personnel and payroll transactions for accuracy and compliance with university policies and procedures.</li>\n <li>Coordinate grant effort certification and reporting activities, including tracking deadlines, assisting employees and supervisors, monitoring completion, and supporting compliance requirements.</li>\n <li>Assist with personnel and payroll coordination related to sponsored projects and grant-funded positions.</li>\n <li>Prepare, review, and maintain personnel documentation and records.</li>\n <li>Work closely with Human Resources, Payroll, Sponsored Programs, Extension administration, department leadership, and university administrative offices to ensure personnel actions are completed accurately and timely.</li>\n <li>Track and monitor personnel actions to ensure deadlines, approvals, and compliance requirements are met.</li>\n <li>Support employee onboarding and offboarding activities.</li>\n <li>Coordinate faculty and specialist appointment processes and related documentation.</li>\n <li>Assist with role statement development, updates, and tracking.</li>\n <li>Support county and statewide personnel administration activities.</li>\n <li>Coordinate personnel funding allocations across multiple indexes and funding sources.</li>\n <li>Assist with faculty salary release, stipend, and appointment-related processes.</li>\n <li>Assist departments with personnel-, payroll-, and grant effort-related questions and processes.</li>\n <li>Maintain confidential personnel records and information.</li>\n <li>Coordinate personnel reporting and workforce-related data requests.</li>\n <li>Coordinate position posting, position management, and employment transaction processes, including preparation of position documentation, routing approvals, tracking hiring actions, and ensuring required personnel documentation is completed accurately and timely.</li>\n</ul>\n<p><strong>Business Operations and Process Coordination (20%)</strong></p>\n<ul>\n <li>Provide advanced business operations support to Business Managers and the Financial Officer.</li>\n <li>Assist in the development, implementation, documentation, and continuous improvement of business processes and workflows.</li>\n <li>Identify opportunities to improve efficiency, consistency, and service across Extension Business Services.</li>\n <li>Support departmental compliance and documentation requirements.</li>\n <li>Coordinate operational reporting and administrative processes.</li>\n <li>Assist with the development of standardized procedures and business practices across Extension.</li>\n</ul>\n<p><strong>Financial and Operational Support (15%)</strong></p>\n<ul>\n <li>Assist with budget tracking, reconciliations, and financial reporting.</li>\n <li>Support grant and contract administration activities.</li>\n <li>Assist with travel, purchasing, and other business operations as assigned.</li>\n <li>Monitor and reconcile transactions to ensure accuracy and compliance.</li>\n <li>Support financial reporting and operational data requests.</li>\n</ul>\n<p><strong>Special Projects and Organizational Initiatives (5%)</strong></p>\n<ul>\n <li>Support organizational initiatives, process improvement efforts, and special projects impacting Extension Business Services.</li>\n <li>Assist with data collection, reporting, analysis, and implementation of new business practices.</li>\n <li>Participate in projects related to personnel administration, operational effectiveness, grant administration, and organizational transitions.</li>\n</ul>\n<h2>Qualifications</h2>\n<p><strong>Minimum Qualifications</strong></p>\n<ul>\n <li>Six years of related work experience; or an associate degree/technical training plus four years of related work experience; or a bachelor’s degree in a business field plus two years of related work experience is required.</li>\n</ul>\n<p><strong>Preferred Qualifications</strong></p>\n<ul>\n <li>Experience with university faculty appointment processes, including annual appointments, reappointments, salary releases, and stipend administration.</li>\n <li>Experience coordinating personnel actions across multiple funding sources, indexes, or organizational units.</li>\n <li>Experience with effort certification systems and compliance requirements for federally sponsored projects.</li>\n <li>Experience serving as a resource for personnel, payroll, and grant administration questions.</li>\n <li>Experience in a land-grant university, Extension system, or decentralized business services environment.</li>\n</ul>\n<h2>Required Documents</h2>\n<p>Along with the online application, please attach:</p>\n<li>Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”</li>\n<li>Cover letter to be typed/pasted at the end of your application</li>\n<li>Answer the following question at the end of the application\n <ul>\n  <li>Describe any experience you have working in higher education, Extension, research administration, government, or other decentralized organizations with multiple departments, locations, or funding sources.</li>\n </ul></li>\n<p> </p>\n<p>**Document size may not exceed 10 MB.**</p>\n<h2>Advertised Salary</h2>Commensurate with experience, plus excellent benefits\n<h2>ADA</h2>\n<p>Work is performed primarily in a professional office environment utilizing standard office equipment, computers, and communication technologies. This position may occasionally require attendance at meetings, trainings, or events at various university and Extension locations.</p>\n<p> </p>\n<p>Employees must be able to sit, stand, walk, bend, reach, and use a computer for extended periods. The position requires manual dexterity sufficient to operate a computer keyboard, telephone, and other standard office equipment. Occasional lifting and carrying of materials up to 20 pounds may be required.</p>\n<p> </p>\n<p>The position requires sustained attention to detail, the ability to manage multiple priorities simultaneously, and the ability to meet frequent deadlines while maintaining accuracy. Employees must be able to analyze information, interpret policies and procedures, maintain confidentiality, solve problems, exercise sound judgment, and communicate effectively with a wide range of faculty, staff, administrators, and external stakeholders. The position requires the ability to adapt to changing priorities and work effectively in a fast-paced, collaborative environment.</p>\n<h2>University Highlights</h2>\n<p>Founded in 1888, Utah State University is Utah’s premier land-grant, public service university. As an R1 research institution, Utah State is dedicated to advancing knowledge and serving the public good through innovative research and scholarly activities that are grounded in reciprocal engagement with local, regional, and global communities. USU prepares students to be active, civically engaged leaders who are prepared to address critical societal challenges. Dedicated to providing a high-quality and affordable education, USU remains a leader in research, discovery, and public impact.</p>\n<p> </p>\n<p>USU enrolls over 29,800 students, both online and in person at locations throughout the state. Utah State’s 30 locations include a main campus in Logan, Utah, residential campuses in Price and Blanding, and six additional statewide campuses, along with education centers serving every county. USU educates students from all 50 states and more than 80 countries. For over 100 years, USU Extension has served and engaged Utahns, serving every county in the state.</p>\n<p> </p>\n<p>Competing at the NCAA Division I level, USU is a proud member of the Mountain West Conference and will join the Pac-12 Conference beginning in the 2026-2027 season. The Aggies’ long-standing tradition of athletic and academic excellence is exemplified by recent Mountain West regular-season and tournament championships in women’s volleyball, three consecutive Mountain West tournament titles in women’s soccer conference championships, and a first-ever conference championship for gymnastics, reflecting USU's commitment to perseverance and achievement.</p>\n<p> </p>\n<p>Utah State is dedicated to fostering a community where all individuals feel respected, valued, and supported and where diversity of thought and culture are cultivated. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Forbes recognized our commitment to employees when they named Utah State the best employer in Utah in 2023. Learn more about USU. </p>\n<p> </p>\n<p>The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and a reasonable accommodation for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university’s ADA Coordinator in the Office of Human Resources at (435) 797-0122 or [email protected]<u>.</u> </p>\n<p> </p>\n<p>*updated 12/2025</p>\n<h2>Notice of Non-discrimination</h2>\n<p>In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.</p>\n<p> </p>\n<p>Utah State University is an equal opportunity employer and does not discriminate or tolerate discrimination including harassment in employment including in hiring, promotion, transfer, or termination based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity, disability, status as a protected veteran, or any other status protected by University policy or any other federal, state, or local law.</p>\n<p> </p>\n<p>Utah State University does not discriminate in its housing offerings and will treat all persons fairly and equally without regard to race, color, religion, sex, familial status, disability, national origin, source of income, sexual orientation, or gender identity. Additionally, the University endeavors to provide reasonable accommodations when necessary and to ensure equal access to qualified persons with disabilities.</p>\n<p> </p>\n<p>In all circumstances, Utah State University follows state and federal laws related to sex-segregated spaces. </p>\n<p> </p>\n<p>The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:</p>\n<p> </p>\n<p><strong>Matthew Pinner</strong></p>\n<p>Executive Director </p>\n<p>Civil Rights & Title IX Office</p>\n<p>[email protected]</p>\n<p>435-797-1266 | Old Main Rm. 401D</p>\n<p>1475 Old Main Hill, Logan, UT 84322</p>\n<p> </p>\n<p><strong>Cody Carmichael</strong></p>\n<p>Title IX Coordinator </p>\n<p>[email protected]</p>\n<p>435-797-1266 | Old Main Rm. 402D</p>\n<p>1475 Old Main Hill, Logan, UT 84322</p>\n<p> </p>\n<p>For further information regarding non-discrimination, please visit crtix.usu.edu or contact: </p>\n<p> </p>\n<p>U.S. Department of Education </p>\n<p>Denver Regional Office</p>\n<p>303-844-5695| [email protected]</p>\n<p> </p>\n<p>U.S. Department of Education </p>\n<p>Office of Assistant Secretary for Civil Rights</p>\n<p>800-421-3481 |  [email protected]</p>\n<p> </p>\n<p>*updated 10/2025</p>",
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