University of Utah Administrative Assistant in Salt Lake City, Utah

Details

Open Date 05/30/2018

Requisition Number PRN17323B

Job Title Administrative Assistant

Working Title Administrative Assistant

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 00307 - Housing & Residential Educ

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $18.75-19.75/hr

Close Date

Open Until Filled Yes

Job Summary

Located in Salt Lake City, the University of Utah is a public, 4-year institution committed to providing an exceptional academic and co-curricular experience for students and the University community. The “U” is aPAC-12 institution with over 33,000 students. Housing & Residential Education (HRE) is home to over 3,200 students residing in 31 residence and apartment buildings.HREis growing with a 309 bed Honors Living Learning complex (161K square feet) that opened August 2012 and additional 412 bed Entrepreneur-Innovation Living Learning complex (150K square feet) that opened August 2016 and is currently under planning for a 992 bed living learning complex for First Year students.. The University Housing Campus Master plan calls for continued growth and construction to meet the housing demand.

This position will support the Associate Director of Administrative Services, the Associate Director of Budget & Finance, and the Director ofHRE. Primary responsibilities of this position include collecting, organizing, and managing information for reports; providing leadership in support of projects that help to increase the over-all service and communication level between all parties and residents; engage in initiatives that support theHREstrategic plan.

Housing & Residential Education and the University of Utah value interactions among individuals with varying traditions, cultures, identities, expressions, orientation, religious beliefs, economic backgrounds, and racial/ethnic origins. We strongly encourage applications from candidates who will share and explore this value with the team and with the residents.

Background Check

A successful background check is required before a formal offer of employment can be made for this position.

Responsibilities

Leadership Team Support

1.Facilitate scheduling needs for Leadership Team members including ongoing meetings, project meetings, event requests, and catering needs.

2.Assist with Purchasing Card Reconciliation tracking for Administrative Services, Budget & Finance, and Director areas.

3.Compile data, reports, and/or materials as needed for meeting preparation or distribution.

4.Assist with scheduling for interview needs and interview coordination during hiring cycles.

5.Move forward project plans and progress as noted by Leadership Team members

6.Maintain and update the Annual Calendar for the department.

7.Serve as back-up for the Residential Education and Facilities Project Coordinator, fulfilling required functions as needed.

Administrative Services Team Support

1.Assist with communication and outreach efforts via 7-day reports, facilities email efforts, etc. .(monthly)

2.Support the contract appeal process in coordination with the occupancy management team. (ongoing)

3.Participate in the Academic Year, Spring, and Summer housing campaigns via student outreach, communication support, and occupancy needs. (seasonal)

4.Support opening and closing processes by assisting with administrative needs including signage, purchasing needs, cross-functional coordination, and other responsibilities as directed by the Assistant Director for Resident Services. (seasonal)

5.Serve as a back-up website developer for ongoing needs such as management of the staff directory, hiring postings, and content auditing. (ongoing)

Budget & Finance Team Support

1.Provide ongoing and regular audit support for all areas to ensure charges are aligning correctly, including phone usage (Pinnacle), specialty purchasing, standard monthly charges, etc. .(ongoing)

2.Manage the Community in Action scholarship program. (annual)

3.Support Budget area in developing reports, reaching out to budget managers for information, and inputting the budget. (ongoing)

Director Support

1.Manage the annual staff compensation letters. (annual)

2.Manage the dining business meal staff communications. (annual)

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.

Department Specific Qualifications

1.Associates degree or equivalency.

2.Three years full-time secretarial experience.

3.Knowledge of basic bookkeeping practices.

4.Demonstrated human relations skills to work with stakeholders and residents.

5.Ability to work independently while communicating project status and priorities to stakeholders.

6.Ability to work effectively in a diverse environment.

7.Organizational skills to manage workflow and establish a positive, productive environment.

8.Skill in speaking and writing concisely and logically, using grammatical language to convey information and explain policies and procedures.

9.Working knowledge of various Microsoft and Apple software applications (i.e. Word, Excel, Outlook)

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

Preferences

1.Intermediate skill level in Excel.

2.Experience working with college students and their parents.

3.Experience working in a university housing organization.

Type Benefited Staff

Special Instructions Summary

Priority review date: 06/14/2018

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.