University of Utah Executive Assistant in Salt Lake City, Utah

Details

Open Date 06/09/2017

Requisition Number PRN14455B

Job Title Executive Assistant

Working Title Executive Assistant

Job Grade E

FLSA Code Administrative

Patient Care Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

VP Area Academic Affairs

Department 00298 - Student Development/Research

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $39,300 - 48,000

Close Date

NOTE: May close at anytime.

Open Until Filled

NOTE: May close at anytime. Yes

Job Summary

Provides direct administrative support to the Associate Vice President for Student Development, which includes office management, payroll, budgeting, scheduling, hiring, special projects and other administrative duties. This position also involves significant interaction and coordination with other departments, schools and universities.

Responsibilities

Provides administrative assistance for Associate Vice President for Student Development

•RepresentsAVPSDat meetings as requested

•Handles student problems and questions

•Maintains department records

•Maintains Student Affairs employee data and provides this information to other offices

•Works closely with the University of Utah Asia Campus

Budget (Student Development)

•Assists with formulation of Student Development budget

•Oversees budget records and reports

•Problem solves budget issues

•Notes daily, monthly, yearly accounting transactions

Personnel Coordination

•Coordinates all Student Development Director searches and hiring

•Completes all payroll andPANforms

•Problem solve HR issues for Student Development and affiliated offices

•Provides on-going support to other departments

Office Management

•Services as part of the office team in working with student issues and answering phones

•Prioritizes needs and concerns of the students, prospective students, campus visitors, faculty members, other staff members, etc.

Scheduling

•Coordinates all meetings forAVP

•Problem solves calendaring issues throughout the year

Committees/Assignments

•Serves as member and support for the Student Affairs Diversity Council in communication and joint programming

•Develops processes and implements Student Affairs Awards nomination & selection

•Coordinates logistics on conferences and workshops (invitations, mailing, brochures, budgeting, etc.)

Coordination and Supervision

•Trains all new Student Development Administrative Assistants or Executive Secretaries

•Share supervision of part-time staff member with counterpart EA in 270 Suite

Special Projects

•AssistsAVPwith a variety of special projects

Problem Solving

Incumbents use independent judgement in resolving various problems that involve faculty, staff, students and the general public. Incumbents in this position must use judgement and discretion when advising others of the executive’s view on policies and other issues. This position initiates and has input in the hiring, firing and salary decisions of subordinate staff.

Incumbents in this position may be required to represent the executive at meetings and interact with individuals at the highest levels in public and private organizations on a local and national basis.

This position requires vast knowledge of University processes and regulations and vast coordination and contact with other departments, schools, and universities. This position also includes on-going special projects; such as conference coordination, reports, etc.

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 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

Bachelor’s degree in Business, Finance, Health Care Administration or a related field, or equivalency required. Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.

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

Review of applications will begin immediately; this position will start as soon as possible.

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.