Job Information

University of Utah Administrative Assistant - Work Study in Salt Lake City, Utah

Details

Open Date 05/18/2022

Requisition Number PRN12482N

Job Title Administrative Assistant

Working Title Administrative Assistant - Work Study

Job Grade D

FLSA Code Nonexempt

Patient Sensitive Job Code?

Type Non Benefited Staff / Student

Temporary?

Standard Hours per Week 19

Full Time or Part Time? Part Time

Shift Day

Work Schedule Summary

Is this a work study job? Yes

VP Area U of U Health - Academics

Department 00193 - Office of SR VP Health Sci

Location Campus

City Salt Lake City, UT

Type of Recruitment Internal to the University

Pay Rate Range $18.00 - $20.00

Close Date

Job Summary

Provides complex administrative support for the Office of the Senior Vice President

for Health Sciences ( OSVPHS ).

This position is considered a hybrid Category I and IIA : Mandatory and required on campus or health care facilities to support on-site operations with the ability to telework remotely for non-mandatory duties through the duration of the University of Utah’s response to COVID -19. Employees hired into this category will be required to be physically located at the Office of the Senior Vice President for Health Sciences if they are healthy and without COVID -19 symptoms. An employee hired into this role will also be responsible for providing space, telephone, printing, networking and/or internet capabilities at the telecommute location and agree to the terms of the University of Utah campus and Health Academics COVID -19 Telecommuting Agreement.

Responsibilities

  1. Primary duty in handling all requests at the Rosenblatt House(SVP’s personal residence and University property). Needs to have superior communication skills, attention to detail, highly organized, discretion, a high degree of confidentiality, and the ability to multi-task several projects.
  2. Primary in coordinating all facility, repairs, and maintenance issues with the Rosenblatt House through Facilities contact.
  3. Primary in events at the Rosenblatt House. Expected to stay after hours on occasion and as needed. Advance notice is given for these events.
  4. Dual role between House Managing and SVP Office coverage and excellent ability to time manage and prioritize between shared duties. Must have excellent follow-through, flexibility, and the ability to take the initiative and show ownership for tasks.
  5. Responsible for driving department car off campus regularly. Clean driving record. Must feel comfortable in this task. Primary in keeping car maintenance up to date(gas, wash, routine checks).
  6. Answers the front desk phone calls for the SVP Office on a daily basis with professional etiquette skills and demeanor; is the front lines for the SVP Office at the front desk and a high degree of professionalism is required and expected.
  7. Keeps the office leadership organized and the team dynamic flowing smoothly.
  8. Primary in maintaining and implementing the office morning and closing procedures.
  9. Maintain a high degree of professionalism and confidentiality with all matters of the SVP Office.
  10. Ability to learn new software financial systems and processes -submits reimbursement requests for all P-Card purchases in a timely manner and in accordance with SVP Finance Dept. policies.
  11. Performs ePR’s for employee reimbursements as needed.
  12. Initiates orders for office supplies, including food and beverage on a weekly to semi-weekly basis.
  13. Provides administrative support to leadership facilitating the scheduling of appointments, coordinating meetings and conferences, and maintaining and ordering office supplies. This position is responsible for assisting in administrative office issues with staff/faculty by directing them to the appropriate person(s) or dept.
  14. Prepares, edits, and distributes correspondence and other department documents.
  15. Plans and coordinates events for OSVPHS per COVID policy.
  16. Assists with the implementation of department and University policies and procedures.
  17. Intermediate understanding and resolving of most tech issues that present themselves; therefore, comfortable and understands their way around a computer, or a laptop in order to troubleshoot as needed.
  18. Stay current on all University training.
  19. Coordinates bookings for conference room and room requests for the SVP Office
  20. This position is responsible for solving administrative office matters, staff/faculty/student problems (or directing them to the appropriate person).

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

3rd or 4th year students

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.