University of Utah Administrative Assistant in Salt Lake City, Utah

Details

Open Date 12/20/2018

Requisition Number PRN19232B

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 thru Fridays, 8:00 A.M. to 5:00 P.M.

Ability to work evenings and weekends as needed.

VP Area U of U Health - Academics

Department 00972 - Advancement-Univ Utah Health

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $15.19 to $21.63

Close Date

Open Until Filled Yes

Job Summary

University of Utah Health’s Office of Advancement supports fundraising for the colleges, schools, and clinical departments within University of Utah Health. The administrative assistant provides excellent customer service and administrative support to the deputy chief philanthropy officer (DCPO) and serves as a key contact for internal and external constituents including senior university administrators, community members, and current and prospective donors. The administrative assistant expedites the flow of work through the DCPO’s office by prioritizing correspondence, scheduling and managing calendar(s), coordinating meetings, assisting with visiting guests, and facilitating communications between theDCPO, direct reports, donors, and others.

The administrative assistant reports to University of Utah Health’s deputy chief philanthropy officer.

Responsibilities

1.Completes a broad variety of administrative tasks for theDCPOincluding managing an active calendar of appointments, preparing correspondence, responding to inquiries, calls and emails, screening and prioritizing communications and opportunities from external and internal sources while maintaining excellent attention to detail as well as seeing the big picture.

2.Maintains and manages DCPO’s calendar to ensure coordination of meetings and work flow with internal and external constituents; schedules meetings with current and prospective donors and partners.

3.Organizes meetings/conference calls including reserving facilities, developing agendas, communicating with attendees, tracking RSVPs; coordinates supplies, setup, A/V and technological needs.

4.Arranges travel for out of state donor visits, conferences, and meetings.

5.Conducts all tasks and interactions in a highly cordial, polished, and professional manner.

6.Maintains fundraising database record updates for meetings, conference calls, events, stewardship and other fundraising related activities.

7.Conducts donor research, prepares donor profiles and materials for meetings and outreach.

8.Prepares and revises presentations, documents, correspondences, donor lists, etc.

9.Also responsible for other duties assigned by theDCPO.

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

*3 years or more of administrative experience.

*Knowledge of University of Utah Health.

*Knowledge of University policies and procedures.

*Skill in determining matters of importance and information of use to theDCPO, and exercising initiative in accomplishing and prioritizing tasks.

*Proven track record of maintaining confidentiality.

*Exceptional customer service attitude, confidentiality, courtesy, diplomacy and absolute discretion with regard to confidential donor information and communications.

*Superior written and verbal communication skills, along with excellent interpersonal skills. Comfortable interacting with diverse persons at all levels of an organization, both inside and outside the University.

*Ability to multi-task and the capacity to constantly re-prioritize and make sound judgements in a fast paced environment

*Ability to work independently, and take initiative to complete assignment in a timely manner.

*Advanced knowledge and experience using Microsoft Office suites including Word, Excel, Power Point and Outlook.

*Valid driver’s ID and excellent driving record.

Applicants will be screened on departmental preferences.

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: 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 the applicable URS plan before their first day of employment. Contact the Benefits Department at (801) 581-7447 for information and forms. 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 priorURSservice, may elect to enroll in the applicableURSplan before their first day of employment. Contact the Benefits Department at (801) 581-7447 for information and forms. Individuals who previously retired and are receiving monthly retirement benefits fromURSare 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.