University of Utah Executive Assistant in Salt Lake City, Utah
Open Date 06/13/2017
Requisition Number PRN14481B
Job Title Executive Assistant
Working Title Executive Assistant to the Dean
Job Grade E
FLSA Code Administrative
Patient Care Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Work Schedule Summary
VP Area Academic Affairs
Department 00096 - College of Law - Dean
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 39300 to 72700
NOTE: May close at anytime.
Open Until Filled
NOTE: May close at anytime. Yes
This job provides administrative support to the Dean of the S.J. Quinney College of Law.
1. Resolves a variety of complex administrative problems for faculty, staff, students and the public.
2. Provides administrative assistance for University executives.
3. Assists with the development and implementation of department policies.
4. Assists in the formulation of department budgets and oversees budget records and reports.
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.
• Maintain Dean’s Calendar in consultation with Dean
• Coordinate Dean’s travel schedule, arrangements and reimbursements
• Intake and screen all meeting requests and obtain relevant meeting information and preparation materials sufficiently in advance of meetings
• Provide Dean with daily and weekly schedule information and necessary meeting preparation materials
• Coordinate with Associate Deans and others on schedule for faculty meetings, College Council meetings, and majorCOLevents; communicate schedules to faculty and other participants, and update as needed
Reception and Supervision
• Serve as first contact for Dean’s Office (telephone and in person) and ensure shift coverage at least 8:30–5:30 weekdays when not present in person
Task Tracking and Project Management
• Maintain and update list of all ongoing projects, with tasks and deadlines
• Debrief Dean on meetings and trips to identify follow-up and assignments
Assignment Management (for others)
• Keep track of major assignments Dean has delegated to others, and associated deadlines, with reminders and reports to Dean as necessary
• Anticipate, identify and discuss unaddressed tasks
Document and Records Management
• Maintain and update shared Box folder and hard copy files for institutional records (hard copies for all key legal documents)
• Draft routine thank you letters, acknowledgement letters and send drafts to Dean for editing and finalization
• Research background (or coordinate with External Relations) for anyone Dean is meeting with who is new or who has not met recently
• Assist as necessary with Dean’s research and teaching materials
• Serve as liaison for Dean’s Office for internal meetings where Dean cannot attend; report to and discuss with Dean as appropriate
• Provide professional assistance and support to Director of External Relations, Director of Alumni Relations and Special Projects personnel
• Exercise initiative in identifying other professional assistance as appropriate
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.
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.
Type Benefited Staff
Special Instructions Summary
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: firstname.lastname@example.org 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: email@example.com .
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.