University of Utah Administrative Assistant in Salt Lake City, Utah

Details

Open Date 04/20/2017

Requisition Number PRN14046B

Job Title Administrative Assistant

Working Title Administrative Assistant

Job Grade D

FLSA Code Nonexempt

Patient Care Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Monday – Friday 8am-5pm, some evenings and weekends for special events

VP Area Health Sciences

Department 00964 - DFPM-Division of Public Health

Location Other

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 15.19 to 23.00

Close Date

NOTE: May close at anytime.

Open Until Filled

NOTE: May close at anytime. Yes

Job Summary

Provides complex administrative support to the Administrative Manager. In addition to providing efficient and cohesive administrative support to the Administrative team, to ensure successful operation of the division.

Responsibilities

1)Financial

a)Purchase card reallocations for other staff members

b)Process Deposits

c)Data Entry as needed

d)Supply purchases

2)Administrative

a)Adding all events to webpage calendar

b)Assists in event planning for any special events ie. Graduation Celebration Reception, Student Orientation Dinner, Division Holiday Party, and Annual Division Retreat.

c)Log and process staff leave forms

d)Emails absence sheet to supervisor’s daily

e)Manages the Public Health classroom scheduling and all Public Health reservation requests

f)Assist in event planning set up and clean up

g)May complete errands/deliveries and pick ups

h)Collect RSVP’s for public health events and order food for events excluding public health and global health grand rounds.

i)Update Faculty event attendance excel sheet

j)Create Agenda and take Division and Faculty Meeting Minutes

k)May take other meetings minutes

l)Create and implement an excel document for tracking expiration of faculty memberships including renewal process and passwords

m)Covers phones when needed

n)Go to meeting and Skype of Business support

o)Clean white boards at least once a week, especially before special presentation (remind work studies or complete when work studies are not available)

p)Other duties as assigned

q)Orders supplies

r)Front Desk coverage while Program Assistant is out

3)General Faculty support

a)Log and process faculty leave forms (update outlook and accrual sheets)

b)Assists and provides administrative support including travel and conference arrangements, scheduling meetings, memberships and dues, reimbursements, lab supply purchases, letter formatting and drafting etc.

4)Associate Chief Support

a)Serves as point of contact for Associate Division Chiefs when needed. (development initiatives, meetings, demands of visitors, guests, collaborators, etc.) and keep them on task for appointments and meetings when needed.

b)Provides administrative support for local, national, and professional responsibilities.

c)Works with other administrators both on and off campus in connection with other committees and associations that the Associate Division Chiefs serves and represents.

d)Responsible to coordinate events for the Associate Division Chiefs which may include retreats, exhibitions, and conferences.

e)Support Associate Division Chief of Community Engagement with Advisory Committee, Alumni Association, and Community Engagement Council activities

Minimum Qualifications

Associate degree in business or equivalency (2 years related work experience may be substituted for 1 year of education) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Type Benefited Staff

Special Instructions Summary

Additional Information

The University of Utah is an Affirmative Action/Equal Opportunity employer and is committed to diversity in its workforce. In compliance with applicable federal and state laws, University of Utah policy of equal employment opportunity prohibits discrimination on the basis of race or ethnicity, religion, color, national origin, sex, age, sexual orientation, gender identity/expression, veteran’s status, status as a qualified person with a disability, or genetic information. Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities, and protected veterans are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law.

To inquire about this posting, email: employment@utah.edu or call 801-581-2300. Reasonable accommodations in the application process will be provided to qualified individuals with disabilities. To request an accommodation or for further information about University AA/EO policies, please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/ TDD ), email: oeo@umail.utah.edu .

The University is a participating employer with Utah Retirement Systems (“URS”). To be eligible for retirement contributions, you must be hired into a benefit-eligible position. Certain new hires are automatically assigned to the URS retirement plan and other employees with prior URS service, may elect to enroll in the URS within 30 days of hire. Regardless of whether they are hired into a benefit-eligible position or not, individuals who previously retired and are receiving monthly retirement benefits from URS must notify the Benefits Department upon hire. Please contact Utah Retirement Systems at (801)366-7770 or (800)695-4877 or the University’s Benefits Department at (801)581-7447 for information.

This position may require the successful completion of a criminal background check and/or drug screen.