University of Utah Administrative Assistant in Salt Lake City, Utah


Open Date 05/01/2018

Requisition Number PRN17084B

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

Monday – Friday, 8am to 5pm

VP Area Academic Affairs

Department 00026 - CTLE CTR TEACH & LEARNING ED

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 15.19 to 18.00

Close Date

Open Until Filled Yes

Job Summary

Provides complex administrative support for department management. Coordinates and oversees the work of support staff.


•Provides administrative support for a busy department including responsibilities for purchasing, scheduling of resources, travel arrangements, handling manager and staff inquiries, maintaining office supplies and office equipment

•Serves as primary point of contact for department for both walk-in and telephone traffic.

•Plays crucial role in planning and carrying out of regular large-scale campus-wide events.

•Serves as liaison between faculty and team members to schedule meetings and services.

•Assists in creating, editing, and distributing communications from the department, including content of department website.

•Supervises office support staff.

•Collects, organizes and analyzes data for specialized reports

•Assists with the development of departmental budgets

•Maintains budget records, such and reconciling accounts and preparing expenditure statements

•Maintains database of department services

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.


Preferred Qualities

•Utilizes excellent organizational, leadership, and communication skills as well as good judgment in handling confidential and sensitive information while working with many different departments and departmental cultures across campus.

•Is comfortable and professional communicating and collaborating with people from a wide range of ethnic, cultural, and academic backgrounds.

•Juggles multiple projects with various priorities, processes, and deadlines. Remains calm and professional under stressful conditions.

•Effectively uses technology and common computer programs to ensure smooth office functioning and efficiency.

•Works independently but is also a key member of the office team.


•Previous experience and knowledge of campus processes and regulations, including hiring procedures and PeopleSoft.

•Experience in managing and creating web content.

•Experience in marketing and ability to develop simple graphic products such as reports, posters and brochures.

Type Benefited Staff

Special Instructions Summary

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: 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: .

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.