Job Information

University of Utah Administrative Assistant (OEH) in Salt Lake City, Utah

Open Date 08/20/2021

Requisition Number PRN27389B

Job Title Administrative Assistant

Working Title Administrative Assistant (OEH)

Job Grade D

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Monday – Friday 8:00 am -5:00, some nights and weekend for special events.

VP Area U of U Health - Academics

Department 00958 - DFPM-Administration

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 15.19 to 21.55 (DOQ)

Close Date

Open Until Filled Yes

Job Summary

Provides complex administrative support for the Occupational Environmental Health, Division Chief, faculty and staff members.

Responsibilities

A.) Supports Division Chief with meeting scheduling, travel arrangements, and maintaining professional memberships, reviews and sends out correspondence.

B.) Supports Division Chief’s meetings and committees.

C.) Supports monthly Division Faculty Meeting with solicitation of agenda items, minutes, collecting faculty publications, presentations and other announcements, creating meetings presentations and maintaining records of meetings and materials.

D.) Assists faculty with orders, travel arrangements, memberships, reimbursements.

E.) Maintains Training Certificates- excel sheet as needed

F.) Coordinates facilities for office moves and phone changes as directed by Manager

G.) Assists Administrative Manager in event planning, set up and clean up for any special events ie. Graduation Celebration Reception, Student Orientation Dinner, Division Holiday Party, and Annual Division Retreat

H.) Main contact for Division events including scheduling of venues, flyers, RSVP’s, catering needs, organization and planning, assists in set up and clean up for any special events

L.) Order business cards, nameplates and verify mail box is created.

J.) Add and maintains Events Calendar and add all events to webpage calendar.

K.) Prepares Journal Entries, Departmental Deposits, Gift Deposits, Cost Transfers.

L.) Support in wire process payments if needed

M.) Maintains accounts payable

N.) Support Administrative Managers in maintaining CVs, MBM updates, biosketches, and drafting letters.

O.) Other duties as assigned.

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 Conditions

Nearly continuously: office environment

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

Associate degree in business or equivalency (2 years related work experience may be substituted for 1 year of education) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred.

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

Additional Information

The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.

Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action:

Director/ Title IX Coordinator

Office of Equal Opportunity and Affirmative Action ( OEO /AA)

135 Park Building

Salt Lake City, UT 84112

801-581-8365

oeo@utah.edu

Online reports may be submitted at oeo.utah.edu

For more information: https://www.utah.edu/nondiscrimination/

To inquire about this posting, email: employment@utah.edu (%20employment@utah.edu) or call 801-581-2300.

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

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