University of Utah Administrative Assistant in Salt Lake City, Utah
Open Date 01/15/2020
Requisition Number PRN22947B
Job Title Administrative Assistant
Working Title Administrative Assistant
Job Grade D
FLSA Code Nonexempt
Patient Sensitive Job Code? No
Standard Hours per Week 40 hours
Full Time or Part Time? Full Time
Work Schedule Summary
Monday through Friday, 8am to 5pm
VP Area U of U Health - Academics
Department 01472 - HSC Acad Aff & Faculty Dev
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $15.19 to $18.13
Open Until Filled Yes
The Administrative Assistant will be part of the Senior Vice President for Health Sciences ( SVPHS ) Education Unit. They will provide administrative support to the Associate Vice President ( AVP ) for Health Sciences Education and office leadership by scheduling appointments, coordinating meetings and conferences, and arranging travel. The position will be the point person for the office, maintaining professional office appearance, answering phones and directing calls, greeting appointments, organizing office meetings, and purchasing supplies. This position requires excellent organizational, time management and communication skills as well as good judgment with regard to providing a professional environment and managing tight deadlines.
Responsibilities will include scheduling meetings and maintaining calendar for AVP , setting up and preparing for meetings (agendas, minutes), booking rooms and purchasing food, ordering and tracking office supplies. This position is responsible for independently handling office issues such as staff, faculty and student questions or directing them to someone whom can. Plans and expedites their responsibilities while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities. The incumbent may be required to prioritize tasks received from multiple Deans, directors, and staff and determine the order of importance. The incumbent must use discretion and judgement when scheduling appointments and in screening calls.
Tasks include, but not limited to:
1.Schedules appointments and provides administrative support for AVP .
2.Schedules and maintains office meetings and calendars.
3.Provides meeting tracking, reminders, set up, and follow up. Responsible for knowing AVP preferences for meetings. Drafts agenda, provides minutes, tracks pre and post meeting materials needed.
4.Provides professional correspondence, including composing routine letters emails, and memos for AVP .
5.Makes room and food arrangements for meetings and conferences.
6.Orders and maintains supplies for department.
7.Distribute mail and other supplies for department.
8.Provides front desk and general office support such as greeting and directing visitors, handling incoming calls and processing mail.
Senior Vice President for Health Sciences ( SVPHS ) Education Unit, University of Utah Health
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 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.
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.
Must be service oriented, able to work effectively within a team environment, excellent organizational, time management and communication skills as well as handle tight deadlines.
Type Benefited Staff
Special Instructions Summary
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: email@example.com 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: firstname.lastname@example.org .
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.
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.