University of Utah Administrative Assistant in Salt Lake City, Utah

Details

Open Date 07/11/2017

Requisition Number PRN14759B

Job Title Administrative Assistant

Working Title Administrative Assistant, MBA Programs and Executive Education

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 with occasional evenings or weekends to provide support to students or events.

VP Area Academic Affairs

Department 00033 - Executive Education

Location Campus

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

The Executive Education Department is looking for a motivated, organized, and responsible individual to work directly with the Associate Dean on a wide variety of projects and daily tasks. The Executive Education Department encompasses all four of the David Eccles School of BusinessMBAprograms as well as open enrollment and custom courses for the school of business. The ideal candidate would be a highly organized, reliable self-starter; willing to work in a fast-paced environment and solve problems efficiently; and have experience working directly with upper level management. The candidate must be able to plan and expedite the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.

Responsibilities

•Provide administrative support to the Associate Dean

•Office management including scheduling appointments, coordinating meetings and conferences, maintaining and ordering office supplies, processing mail, greeting and directing visitors, and handling incoming phone calls

•This position is responsible for navigating office procedures and relationships across campus, working with departments (accounts payable, travel, scheduling etc.), faculty and students to create and provide systematic solutions.

•Managing financial records such as: reconciling purchasing cards and tuition accounts; budgeting; preparing payment requests, deposits, scholarships, and payroll; reviewing department financial management reports

•Organizing travel for both individuals and large groups

•Class scheduling, student registration, and graduate tracking

•Event planning and execution including organizing catering

•Managing individual student’s needs and assisting students and faculty members as needed including faculty evaluations

•Organizing online learning management system as needed each semester

•Generate reports for the Associate Dean reflecting recruiting and financial data including compiling survey results

•Cross-train in multiple areas to become familiar with all programs within the department

•Serve as a point of contact for the office in a variety of capacities

•Other duties as assigned

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 in related area. Demonstrated ability to work independently, analyze and make decisions, and adapt responsibilities to evolving priorities. Strong coordination and organizational skills to prioritize conflicting deadlines. Excellent communication skills and attention to detail. Proficiency in MS Word, MS Excel and MS Outlook.

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.