Job Information

University of Utah Administrative Assistant, Office for Faculty in Salt Lake City, Utah

Details

Open Date 01/22/2024

Requisition Number PRN37491B

Job Title Administrative Assistant

Working Title Administrative Assistant, Office for Faculty

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

VP Area Academic Affairs

Department 02233 - AVP for Faculty

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $15.19 to $22.60 /hour

Close Date

Open Until Filled Yes

Job Summary

The Office for Faculty seeks an administrative professional to join our vibrant and collaborative team. Located in the Park Building, the Office for Faculty oversees faculty processes in Academic Affairs—from recruitment and hiring to faculty and administrator professional development, faculty reviews and tenure, and leaves and retirements.

In addition to providing general administrative support for the Office for Faculty, the Administrative Assistant will serve as the primary point-of-contact for faculty, staff, and administrators across the campus. Duties will be varied and will include handling information requests and maintaining calendars and schedules. Special project assignments will provide plenty of opportunities to enhance and expand skills and experience.

The Office for Faculty promotes an atmosphere of belonging where the perspectives, experiences, and expertise of individuals from all backgrounds are valued and respected. We encourage the application of candidates who are committed to advancing the Office’s mission – which is to foster a University culture where all faculty can succeed.

Responsibilities

Responsibilities for the Administrative Assistant will include, but are not limited to:

  • Providing administrative and general office support for the Office for Faculty
  • Maintaining calendars and schedules for leadership within the Office for Faculty
  • Coordinating meetings and events – from small groups to University-wide
  • Handling incoming calls, greeting and directing visitors, and overseeing the general office e-mail address
  • Mail pick-up and distribution
  • Assisting with the maintenance and updates of officewebsite (https://officeforfaculty.utah.edu/)
  • Purchasing of office supplies
  • Serving as liaison for office maintenance
  • Submitting employee financial reimbursements (ePR)
  • Processing travel requests and reimbursements through Concur
  • Coordinating various approval processes and procedures overseen by the Office for Faculty
  • Organizing and analyzing data for specialized reports/projects
  • Assisting with various programs and committees supported by the Office for Faculty

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 (one year of education can be substituted for two years of related work experience) 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

The ideal candidate will be able to relay complex information to a variety of people while maintaining excellent customer service – and will be able to work both independently and as part of a team.

In addition, we are looking for candidates with:

  • Excellent organizational, written and oral communication, and interpersonal skills
  • Attention to detail and creative problem-solving skills
  • The ability to cultivate and maintain positive and collaborative working relationships with colleagues at all levels of the University
  • Sound judgment and discretion in handling sensitive and confidential information

Familiarity with University of Utah policies and procedures, as well as University systems is preferred but not required.

Type Benefited Staff

Special Instructions Summary

Review of applications will continue until the position is filled. As part of your cover letter, please address your experience with multi-tasking and how you would determine priorities when needing to coordinate a number of things simultaneously.

Additional Information

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.

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

All qualified individuals are strongly 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 ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.