Job Information

University of Utah Administrative Assistant in Salt Lake City, Utah

Open Date 01/06/2022

Requisition Number PRN28904B

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

M-F 8-5 with occasional exceptions

VP Area U of U Health - Academics

Department 00193 - Office of SR VP Health Sci

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $20.00 to $23.00

Close Date

Open Until Filled No

Job Summary

Provides complex administrative support for the Office of the Senior Vice President

for Health Sciences ( OSVPHS ).

This position is considered a hybrid Category I and IIA : Mandatory and required on campus or health care facilities to support on-site operations with the ability to telework remotely for non-mandatory duties through the duration of the University of Utah’s response to COVID -19. Employees hired into this category will be required to be physically located at the Office of the Senior Vice President for Health Sciences if they are healthy and without COVID -19 symptoms. An employee hired into this role will also be responsible for providing space, telephone, printing, networking and/or internet capabilities at the telecommute location and agree to the terms of the University of Utah campus and Health Academics COVID -19 Telecommuting Agreement.

Responsibilities

  1. Primary duty in handling all requests at the Rosenblatt House(Dr. Good’s personal residence and University property for the Presidential Leadership). Needs to have superior communication skills, attention to detail, highly organized, discretion, high degree of confidentiality and ability to multi-task.
  2. Primary in coordinating all facility, repairs, maintenance issues with the Rosenblatt House
  3. Primary in events at the Rosenblatt House. Expected to stay after hours on occasion and as needed. Limited temporarily due to COVID .
  4. Dual role between House Managing and SVP Office coverage and excellent ability to time manage and prioritize between shared duties. Must have excellent follow-through, flexibility, and the ability to take the initiative and show ownership for tasks.
  5. Driving department car off campus regularly. Clean driving record. Must feel comfortable in this task. Primary in keeping car maintenance up to date(gas, wash, routine checks).
  6. Answering the front desk phones calls for the SVP Office on daily basis with Executive Leadership Etiquette skills and demeanor. Keeping the Leadership organized and the team dynamic flowing smoothly.
  7. Primary in maintaining implementing the Morning and Afternoon procedures; being the front lines for the SVP Office at the Front Desk and with a high degree of professionalism is required and expected.
  8. Maintain a high degree of professionalism and confidentiality with all matters of the SVP Office.
  9. Submits reimbursement requests for all P-Card purchases in a timely manner and in accordance with SVP Finance Department processes.
  10. Performs ePR’s for employee reimbursements as needed primarily during National Search times.
  11. Initiates orders for all office supplies, to include food and beverage on a weekly to semi-weekly basis.
  12. Provides administrative support to upper level department management by scheduling appointments, coordinating meetings and conferences and maintaining and ordering office supplies. This position is responsible for assisting in administrative office issues with staff/faculty by directing them to the appropriate person(s) or dept.
  13. Prepares, edits, and distributes correspondence and other department documents.
  14. Plans and coordinates events for OSVPHS per COVID policy.
  15. Assists with the implementation of department and University policies and procedures.
  16. Intermediate understanding and resolving of most Tech issues that present themselves; therefore, comfortable and understands their way around a computer, a laptop, an iPad in order to trouble shoot as needed.
  17. Stay current on all University trainings.
  18. Coordinates bookings for Conference room and room requests for the SVP Office
  19. This position is responsible for solving administrative office matters, staff/faculty/student problems (or directing them to the appropriate person).

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

Intermediate to advance use of Microsoft Office Suite, especially Power Point; proactive with a high degree to detail; strong communication skills both verbally and written; effective communication with a strong working knowledge of emotional aptitude to deal with high pressure and time sensitive directives; independent thinker; self-directed and team player; resourceful and internet savvy; versatile in adapting to differing communication and work styles under pressure; ability to retain focus on task and goal under time sensitive situations.

Bachelor’s degree and three years full-time Executive Assistant/Administrative Assistant experience preferred. Demonstrated human relations and effective written and verbal communication skills preferred.

Type Benefited Staff

Special Instructions Summary

Additional Information

The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.

Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action:

Director/ Title IX Coordinator

Office of Equal Opportunity and Affirmative Action ( OEO /AA)

135 Park Building

Salt Lake City, UT 84112

801-581-8365

oeo@utah.edu

Online reports may be submitted at oeo.utah.edu

For more information: https://www.utah.edu/nondiscrimination/

To inquire about this posting, email: employment@utah.edu (%20employment@utah.edu) or call 801-581-2300.

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.