Open Date 09/02/2020

Requisition Number PRN24239B

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 U of U Health - Academics

Department 00282 - Poison Control Center

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 15.00 to 20.00

Close Date

Open Until Filled Yes

Job Summary

Provides complex administrative support for the Utah Poison Control Center ( UPCC ). The UPCC is a center of about 35 staff that is administratively housed in the College of Pharmacy at the University of Utah. The UPCC serves the entire state of Utah through its three fold mission- Education, Service and Research.

The Administrative Assistant is often the face of the poison center to local and state partners, therefore providing excellent customer service and support is essential. The Administrative Assistant is responsible for purchasing, payroll, maintaining documentation, scheduling, communication, and inventory.

Responsibilities

Provides excellent customer service and fosters a professional and approachable working atmosphere for all.

- Responsible for processing payments (via USHOP and pCard) and tracking expenditures, ensuring all expenses are within budget constraints and adhere to University policy as well as prepares monthly expenditure reports.

- Primary department user to conduct financial transactions and prepares deposits

- Manages the collection, primary review and document flow of department documents.

- Coordinates hiring and setup of staff and student positions with College of Pharmacy Employment Specialist.

- Provides administrative support to management team by scheduling appointments, coordinating meetings and conferences and maintaining and ordering office supplies.

- Coordinates staff/faculty travel.

- Collects, organizes and analyzes data for specialized reports as needed.

- Other duties as assigned.

Problem Solving

This position is responsible for solving office problems such as payroll or accounts payable issues, solving staff, faculty and student problems or directing them to someone whom can. Plans and expedites the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.

Associate degree in business or equivalency required. Three years full-time secretarial experience and demonstrated human relation and effective communication skills required.

The ideal candidate should have excellent oral and written communication skills, good attention to detail, and a polite, professional manner. Successful completion of skills assessment required.

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

5 years experience as administrative assistant. Experience with UShop and Kronos payroll. Demonstrated proficiency in Microsoft Word, Excel and Outlook.

Type Benefited Staff

Special Instructions Summary

This posting replaces a recently retired employee. Brenda Clausing’s retirement was effective 7/1/20.

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”). 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 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.