Details
Open Date 11/03/2023
Requisition Number PRN36822B
Job Title Administrative Assistant
Working Title Biomedical Research Education 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 U of U Health - Academics
Department 02146 - Training Programs
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $39,000 to $46,000
Close Date
Open Until Filled Yes
Job Summary
The Office of the Associate VP for Research supports the administration of three (3) umbrella PhD programs – the MD-PhD program, the Interdepartmental Neuroscience PhD program, and the Bioscience Program (the administrative structure for the Molecular Biology and Biological Chemistry PhD programs). Collectively the umbrella programs admit 60-70 new PhD students annually. Students join departments across the University of Utah creating a broad and vibrant community of students and faculty. The programs also support an array of large and small events that support the career and professional development of PhD students in the biomedical sciences. The Biomedical Research Education Assistant will work closely with the umbrella PhD program staff to carry out the common administrative needs of these programs. Ideal candidates will have experience managing professional websites and social media accounts. As this is a student facing position, some flexibility in working schedule may be needed, with occasional evening and weekend hours required. Specific details of position responsibilities are listed below.
Responsibilities
Responsibilities:
1. Assist with the graduate programs recruitment and admissions process including standard communications with prospective students, scheduling interviews with program faculty, manage travel arrangements, and coordinate associated events (e.g., receptions, ski trips, city tours).
2. Assist graduate program staff with the planning and execution of sponsored events including the annual Snowbird Symposium and Bioscience Symposium.
3. Perform general office duties, such as answering phones, greeting guests, meeting catering deliveries, managing email, and other clerical tasks.
4. In collaboration with graduate program managers and directors, update graduate program websites and social media accounts. Development of content and strategies to enhance engagement are strongly encouraged.
5. Support graduate program staff with routine financial tasks including reallocating expenses, collect and coordinate receipts for events and travel, data entry.
6. Assist with common graduate program activities including taking meeting minutes, distributing information via listservs, coordinate course evaluations, provide course permission codes, managing common calendars and shared folders.
7. Foster positive working relationships with students, staff, faculty, and community partners.
8. Other duties as assigned.
Minimum Qualifications
Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) 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
Diversity, Equity, and Inclusion Statement:
The Office of the Associate Vice President for Research is an inclusive and accessible workplace, whose employees take informed actions to promote equity, diversity, and inclusion within the office and the health sciences center they serve.
Qualifications (from HR):
Associate’s degree in a related field, or equivalency, plus two years of related experience required; ability to use logic and reasoning to prioritize tasks; computer skills including word processing, spreadsheet software, and/or database software preferred; demonstrated human relation and effective communication skills also required. Bachelor’s degree in a related field may be 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)
383 University Street, Level 1 OEO Suite
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.
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