University of Utah Executive Assistant in Salt Lake City, Utah

Details

Open Date 06/16/2017

Requisition Number PRN14511B

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

Monday – Friday, 8:00am – 5:00pm

VP Area Academic Affairs

Department 00006 - Associate VP for Diversity

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 39300 to 50000

Close Date

NOTE: May close at anytime.

Open Until Filled

NOTE: May close at anytime. Yes

Job Summary

The position is responsible for coordinating appointments, meetings, events, and travel for the Associate and Assistant Vice Presidents for Equity and Diversity. This work includes coordinating processes with other University of Utah departments and entities, along with external campus communities businesses, and government agencies. The incumbent must understand the objectives, priorities, and policies governing these activities and be able to track multiple, competing requests through completion with minimal supervision. Attention to detail is highly requisite, since this person must address office matters such as staff, faculty, student and community needs and issues. The incumbent plans and expedites the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities. They will also establish and maintain files and correspondence, while composing routine letters, emails, memos, and event invitations; assist with department planning, including attending meetings, taking minutes, collecting information, and preparing reports; assist with budget planning and procurement; answer telephones, greet visitors to the Office for Equity and Diversity and other duties as assigned.

The University of Utah is deeply committed to enhancing the success of diverse faculty, students, and staff, as part of our broader goal to enrich the educational experiences and success of all members of our University community. We recognize that a diverse and inclusive University enriches the educational experiences of all students, and enhances our excellence as a world-class institution for twenty-first century learners. The Office for Equity and Diversity is proud to lead the University’s efforts to support the success and achievement of faculty, students, and staff who self-identify as African American/Black, Latina/o or Chicana/o, Asian American, Pacific Islander, American Indian, members of theLGBTQcommunity, and women in underrepresented fields.

Responsibilities

1. Resolves a variety of complex administrative problems for faculty, staff, students and the public.

2. Provides administrative assistance for University executives by scheduling appointments, coordinating meetings and events, and assisting with business planning.

3. Assists with the implementation of department policies.

4. Assists with department budget records and reports, maintains and orders office supplies, and acts as a payroll reporter back up.

5. Researches, analyzes and prepares administrative and statistical reports and documents.

6. Represents executives at meetings as required.

7. May supervise the activities of support staff including planning and organizing the department workflow, conducting performance evaluations and making salary recommendations.

PROBLEMSOLVING

Incumbents use independent judgement in resolving various problems that involve faculty, staff, students and the general public. 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 and employment decisions related to 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 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

Very strong preference for experience working with students, staff and faculty from historically underrepresented backgrounds in a higher education setting.

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.