University of Utah Executive Secretary in Salt Lake City, Utah

Details

Open Date 06/05/2017

Requisition Number PRN14392B

Job Title Executive Secretary

Working Title Executive Assistant - Faculty Lounge

Job Grade C

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 to Friday 8-5

VP Area Health Sciences

Department 01114 - HS Planning Office

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 12.02 to 21.63

Close Date

NOTE: May close at anytime.

Open Until Filled

NOTE: May close at anytime. Yes

Job Summary

Support/concierge function providing administrative and technical support services to a new faculty/physician touchdown space. Performs a variety of support functions with limited supervision including management of the touchdown space, including interaction with all services supporting the space, room scheduling, events scheduling within the space, room utilization, faculty/physician support and interaction, limited technical support services. Interacts and engages other programs on campus to support the operation and evolution of the faculty/physician touchdown space.

Responsibilities

1.Provide customer service support and information for faculty, physicians, and leadership visiting the space including greeting and directing visitors, general support and assistance to faculty

2.Maintains functionality, use and access to space for all faculty

3.Monitors and maintains space usage and utilization data to inform best space use practices for this type of workspace

4.Provide technical support to faculty within the space for all basic electronic services offered; Act as liaison with Technology Services for high level of technology issues

5.Schedule events and services within the space, coordinating with University of Utah Health departments, programs and functions

6.Interact with UU Support Services to manage and maintain the space

7.Order and maintain supplies for Touchdown Space; Interact with all supporting service managers

8.Provides additional office and general support as required

9. Set up phone and video conferencing

• 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.

Minimum Qualifications

High school diploma or equivalency required. Four years full time secretarial experience or equivalency, word processing and spreadsheet software skills and demonstrated human relation and effective communication skills also required.

Knowledge of business writing preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

The incumbent may be required to prioritize tasks received from multiple faculty/staff members and determine the order of importance. The incumbent must use discretion and judgement when scheduling rooms and in screening calls. The incumbent may coordinate work processes with other departments, community, governmental or regulatory agencies and must understand the objectives and policies governing the activities of the department and be able to effectively communicate this information to interested parties.

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.