University of Utah Administrative Assistant in Salt Lake City, Utah

Details

Open Date 11/30/2018

Requisition Number PRN19051B

Job Title Administrative Assistant

Working Title Administrative Assistant

Job Grade D

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Standard Hours per Week 30

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

VP Area Academic Affairs

Department 00010 - American Indian Resource Ctr

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 15.19 to 19.00

Close Date

Open Until Filled Yes

Job Summary

This is a 75% time (30 hours per week), benefitted position with dual responsibilities. This person will serve as a 50% Administrative Assistant to the Executive Director for Diverse Student Advocacy from the Office of Equity and Diversity. The remaining 25% of the position will serve in the American Indian Resource Center (AIRC), where the position will be housed. This person must be reliable, possess strong interpersonal skills, have a positive attitude and be self-motivated. They will be responsible for coordinating appointments, meetings, events, and travel for the Executive Director. This work includes coordinating and arranging meetings with student groups, University departments and entities, along with external campus communities and businesses partners as needed. This person will plan and expedite the flow of meeting schedules of the Executive Director ensuring the seamless transitions with possible frequent interruptions and changes in priorities. They will also establish and maintain files and correspondence, while composing routine letters, emails, memos, and student group meeting invitations; assist with Executive Director student meeting and planning, including attending meetings, taking minutes, collecting information, and preparing reports, as needed. The work in theAIRCincludes greeting and welcoming patrons, answering calls and assisting students with resources. Responsibilities include all other duties as assigned.

The University of Utah is deeply committed to enhancing the success of diverse faculty, students, and staff, as part of our broader goal to enrich the educational experiences and success of all members of our University community. We recognize that a diverse and inclusive University enriches the educational experiences of all students, and enhances our excellence as a world-class institution for twenty-first century learners. The Office for Equity and Diversity is proud to lead the University’s efforts to support the success and achievement of faculty, students, and staff who self-identify as African American/Black, Latina/o or Chicana/o, Asian American, Pacific Islander, American Indian, members of theLGBTQcommunity, and women in underrepresented fields.

Responsibilities

Job Functions

1.Provides administrative assistance for the Executive Director by scheduling appointments, coordinating meetings and events, and assisting with business planning and travel.

2.Establishes and maintains files and correspondence, including composing routine letters, emails, memos, and student group meeting invitations.

3.Assists the Executive Director with student meetings and planning by attending meetings, taking minutes, collecting information and preparing reports.

4.Greets and welcomes all patrons to American Indian Resource Center in a friendly manner.

5.Answers incoming calls courteously.

6.Assists students with/and provides university’s resources, as needed.

7.Assists with the implementation of department policies.

8.Assists with department budget records and reports, maintains and orders office supplies, and may act as a payroll reporter back up.

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

• Bachelor degree in Business, Counseling, Student Affairs, or a related field, or work equivalency preferred.

• At least one-year office management and/or supervisory experience.

• Demonstrated knowledge and proficiency in MS Office with expertise in Microsoft, PowerPoint, and Excel.

• Detailed oriented with exceptional communications skills.

• Dedication to completing tasks in a timely manner.

• Experience working with students, staff and faculty from historically underrepresented backgrounds in a higher education setting.

• Basic knowledge of American Indian cultural protocols or a willingness to learn about them.

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”). 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.