University of Utah Office Assistant in Salt Lake City, Utah

Details

Open Date 04/12/2017

Requisition Number PRN06742N

Job Title Office Assistant

Working Title Office Assistant

Job Grade B

FLSA Code Nonexempt

Patient Care Job Code?

Type Non Benefited Staff / Student

Temporary? No

Standard Hours per Week 19

Full Time or Part Time? Part Time

Shift Variable

Work Schedule Summary

Typical work schedule includes day hours as well as many nights, weekends and some holidays.

Is this a work study job? No

VP Area President

Department 00842 - Rice-Eccles Stadium

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $9.50/h

Close Date

NOTE: May close at anytime. 05/26/2017

Job Summary

The Event Assistant will be responsible for coordinating the needs of events, meetings, and weddings with the understanding that progression and advancement of duties is expected.

The Event Assistant will provide departmental administrative support in calendar management, contract and payment processing and other essential department tasks. As well as provide excellent customer service to ensure a positive experience for all clients, patrons, and guests.

This position will also be required to work within a team environment and be capable of working independently while delivering to tight deadlines.

Responsibilities

• Meet with clients and determine and revise all details relative to the specific event.

• Develop detailed diagrams of each space indicating the location of equipment needed in each area.

• Create and distribute event documents with all the information relative to the various department’s specific requirements and capabilities.

• Communicate and coordinate with décor, catering and A/V vendors.

• Coordinate with the appropriate departments any changes or corrections the client may request.

• Work directly with the client and assist with any last minute requests and provide guidance as various situations may develop.

• Supervise events from load in through load out.

• Aid in event coordination, set up and tear down.

• Assist client with all move in/set up requirements.

• Review general area of ingress and egress to include all appropriate areas are ready for the event.

• Continuously monitor event space for cleanliness and safety for all patrons/clients.

• Serve as the liaison between client and Stadium & Arena Event Services departments.

• Prepare and review the event settlement and send final billing.

• Demonstrate a continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide excellent customer service. Perform event related research and data entry.

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

High school diploma or equivalency required. One year full-time customer service experience or equivalency, demonstrated human relation and effective communication skills also required.

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

Preferences

• 2 to 3 years of Customer Service Experience

• Must have good organizational and planning skills

• Must be able to coordinate and handle several projects at the same time

• Must have strong interpersonal and problem solving skills

• Must have strong written and verbal communication skills

The idea candidate should also possess:

o Ability to work well under stress, exercise good judgment, diplomacy, courtesy and tact

o Ability to work flexible hours, nights, weekends and holidays

o Ability to control large numbers of people effectively and solve problems

o Ability to establish cooperative working relationships with employees, clients, services contractors and the public

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 applicants, 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”). 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.

This position may require the successful completion of a criminal background check and/or drug screen.