University of Utah Executive Assistant in Salt Lake City, Utah

Details

Open Date 02/25/2019

Requisition Number PRN19725B

Job Title Executive Assistant

Working Title Executive Assistant

Job Grade E

FLSA Code Administrative

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Weekdays from 8:00AM to 5:00PM; occasional evening and early morning meetings.

VP Area Academic Affairs

Department 00172 - College of Social Work-Dean

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 39300 to 55000

Close Date

Open Until Filled Yes

Job Summary

Provides complex administrative support to the Director, Bachelors of Social Work (BSW), Director, Masters of Social Work (MSW) Program, and Program Manager, Recover at the U, all situated within the College of Social Work.

Responsibilities

1.Provide excellent customer service to visitors, students, staff, faculty and the general public

2.Handle incoming and outgoing telephone calls, mail, and faxes

3.Schedule appointments, maintain schedules and calendars, coordinate meetings and conferences, schedule rooms, and order catering as applicable

4.Attend program meetings and assist in the recording, composing, preparing, and distributing of written materials/reports (i.e., meeting agendas, meeting minutes, handouts)

5.Assist in the Council on Social Work Education (CSWE) reaffirmation tasks

6.Organize, coordinate, set up, and attend program meetings and events

7.Collaborate with Program Directors/Director to maintain and update program handbooks and website

8.Provide administrative support in the form of student, instructor, and program data collection, entry, and reporting (i.e., admission, enrollment,MSWcompetency appraisal, completion, graduation, post-graduation, exit surveys, etc.) for specialized reports

9.Organize and gather faculty performance evaluations

10.Maintain and distribute calendar, committees list, charters, announcements, and phone lists

11.Order textbook desk copies for faculty and instructors as needed

12.Adopt textbooks for courses each semester, working with instructors in order to meet the University adoption deadlines

13.Notify faculty of grading deadlines and procedures

14.Process expense reimbursements, departmental deposits, travel requests/reimbursements, mileage reimbursement and purchase requests

15.Reconcile program activities, budgets, deposits, and purchase cards

16.Work collaboratively with personnel in the Office of Academic Advising and Field Practicum Office in the College of Social Work

17.Communicates information to Umarket Liaison concerning fees: updates, payment issues and refunds

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

PROBLEMSOLVING

Incumbents use independent judgement in resolving various problems that involve faculty, staff, students and the general public. Must use judgement and discretion when advising others of the executive’s view on policies and other issues.

Minimum Qualifications

Bachelor’s degree in Business, Finance, Health Care Administration or a related field, or equivalency required. Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

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”). 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 priorURSservice, may elect to enroll inURSif 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 fromURSare 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.