University of Utah Administrative Assistant in Salt Lake City, Utah

Details

Open Date 10/03/2017

Requisition Number PRN15427B

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

VP Area Academic Affairs

Department 00321 - ASUU

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $15.50 - 17.50

Close Date

NOTE: May close at anytime.

Open Until Filled

NOTE: May close at anytime. Yes

Job Summary

This position serves as the Administrative Assistant for the Associated Students of the University of Utah (ASUU) by organizing, directing and maintaining the day-to-day operations of theASUUOffice. May also provide administrative support for Student Leadership & Involvement, as needed.

Responsibilities

1.Manage day-to-day operations which include: general office support such as greeting and directing visitors, handling incoming calls and processing mail; orders and maintains supplies for theASUUdepartment; makes arrangements for meetings and conferences; schedules appointments and meeting forASUUdepartment members and elected and appointedASUUofficers.

2.Attends and coordinates weekly office staff meetings with elected and appointedASUUofficers and meetings with the Student Leadership & Involvement team.

3.Maintains oversight ofASUUemail accounts (Info, Finance, Travel, and Student Organizations) to ensure emails are answered in a timely and efficient manner.

4.Assists with the maintenance of department budgets by processing all office purchasing cards transactions and receipts, and is responsible for all reallocations of transactions to their proper accounts within theASUUbudget.

5.Coordinates all travel needs, including reimbursement forms (in the compiling, distrusting, collecting, analyzing and completing of) in-house travel arrangements, and distributing of travel monies from the office.

6.Supervises office student staff, assuring front desk coverage in the case of shortage or leaves.

7.Acts as the liaison between Chartwells catering andASUUfor all mandatory Union catering needs, as well as any other Chartwells catering needs.

8.Confidentially processes grade checks (in that they maintain at least at 2.0, are enrolled in classes every semester, and are a matriculated student) to all elected and appointedASUUofficers to determine their eligibility to receive any tuition awards or end of year stipends fromASUU.

9.Collaborates with office staff members to make sure allASUUprograms, projects and day-to-day operations adhere to theASUUConstitution and to University Policy and Procedures.

10.Oversees office on and off boarding with outgoing and incomingASUUofficers annually and any new full-time or part-time employees to insure a smooth, welcoming and efficient new year.

11.Maintains records of student access and trainings, such as office and building access, as well as golf cart usage.

12. Attends one on one meetings with the Associate Director of Student Leadership & Involvement.

13.Provides administrative support to upper level department management.

14.Other duties as assigned.

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Work Conditions

Nearly continuously: office environment

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking.

Seldom: Bending, reaching overhead.

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

Bachelor’s Degree and two years related experience as an Administrative Assistant or working in a higher education setting.

Type Benefited Staff

Special Instructions Summary

TheASUUoffice is very fast paced office full of students with different personalities, strengths and weaknesses, and lots of people coming and going through the office, including seven full-time staff members, four part-time staff members and over 100 student leaders. Please express in your cover letter how you would maintain a positive attitude, prioritize various projects and meet the expectations of position in such an environment.

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.