Job Information

University of Utah Administrative Assistant in Salt Lake City, Utah

Open Date 07/09/2021

Requisition Number PRN26875B

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 Academic Affairs

Department 00002 - SR VP Academic Affairs Oper

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $15.19 - $20.11/hr

Close Date

Open Until Filled Yes

Job Summary

The Office for Faculty is seeking an administrative professional to join our vibrant and collaborative team. Located in the Park Building, the Office for Faculty oversees faculty processes in Academic Affairs—from recruitment and hiring to faculty and administrator professional development, faculty reviews and tenure, and leaves and retirements.

In addition to providing general administrative support for the Office for Faculty, the Administrative Assistant will serve as the primary point-of-contact for faculty, staff, and administrators across the campus. Duties will be varied, and will include handling information requests, planning conferences and meetings, and maintaining calendars and schedules. Special project assignments will provide plenty of opportunities to enhance and expand skills and experience.

The Office for Faculty seeks to foster an atmosphere of inclusion where the diversity of individuals and their perspectives are valued and respected. We encourage the application of candidates who have experience with underserved or marginalized communities and communities of color, and who are committed to advancing the University’s mission of equity, diversity, and inclusion.

Responsibilities

Responsibilities for the Administrative Assistant will include, but are not limited to:

· Providing administrative and general office support to leadership within the Office for Faculty

· Maintaining calendars and schedules for the Associate Vice President for Faculty and the Assistant Vice President for Faculty Equity and Diversity

· Coordinating meetings and events – from small groups to University-wide

· Assisting with faculty professional development workshops & trainings, including conducting outreach and publicity

· Handling incoming calls, greeting and directing visitors, and overseeing the general office e-mail address

· Assisting with the maintenance and updates of office website

· Purchasing of office supplies and event catering

· Processing travel requests and reimbursements

· Coordinating approval processes and procedures overseen by the Office for Faculty – including Sabbaticals and Faculty Leaves

· Organizing and analyzing data for specialized reports

· Assisting with various programs and committees supported by the Office for Faculty

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

The ideal candidate will be able to relay complex information to a variety of people while maintaining excellent customer service – and will be able to work both independently and as part of a team.

In addition, we are looking for candidates with:

· Excellent organizational, written and oral communication, and interpersonal skills

· Attention to detail and creative problem-solving skills

· The ability to cultivate and maintain positive and collaborative working relationships with colleagues at all levels of the University

· Sound judgment and discretion in handling sensitive and confidential information

· Strong understanding of the value of a diverse workplace

Familiarity with University of Utah policies and procedures, as well as University systems is preferred but not required.

Type Benefited Staff

Special Instructions Summary

Review of applications will begin on July 30th and will continue until the position is filled. As part of your cover letter, please include a brief statement explaining how you approach equity, diversity, and inclusion in your professional life.

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.