Job Information

University of Utah Executive Assistant in Salt Lake City, Utah

Open Date 10/07/2021

Requisition Number PRN27964B

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

Work Schedule: M-F, 8 a.m.-5 p.m.

VP Area President

Department 02128 - Chief Safety Officer

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 39300 to 72700

Close Date

Open Until Filled No

Job Summary

About University Safety

Safety is a top priority for the University of Utah. The Chief Safety Officer is responsible for the oversight and coordination of all campus safety initiatives, as well as overseeing the University Safety Department, which includes a central administrative Office of the CSO , as well as public safety operational divisions, which include University Police, Campus Security, U Health Security, Emergency Management, Community Services, and Emergency Communications.

Safety looks and feels different to each person, and the U Safety Department is committed to working with the community to foster a safe environment where all individuals feel empowered and equipped to succeed in their work, education, and other business with the university. As such, it is important that all staff stay aware of, and demonstrate support for, issues related to safety, equity, diversity, and inclusion, both locally and nationally.

More at safety.utah.edu .

Responsibilities

Disclaimer

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It 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.

Essential Functions

  1. Resolves a variety of complex administrative problems for faculty, staff, students, and the public.
  2. Uses judgement and discretion when dealing with sensitive or confidential information.
  3. Provides administrative assistance for university executives, specifically the Chief Safety Officer ( CSO ) and the senior leadership team within the Office of the CSO , including but not limited to, managing the CSO’s calendar and inbox; scheduling appointments; coordinating meetings and conferences; coordinating agendas; and researching, analyzing, and preparing administrative and statistical reports and documents.
  4. Represents executives at meetings, as required.
  5. Maintains department-wide distribution lists and assists with disseminating announcements to staff on behalf of the Chief Safety Officer or other senior leadership.
  6. Assists with the development and implementation of department policies.
  7. Plans and organizes department workflows, including coordinating with department administrative staff to facilitate a centralized record management process using UBox for phone lists, building access and physical keys, organizational charts, membership lists, stakeholder groups list, etc. Maintains these records for the Office of the CSO .
  8. Assists in the formulation of department budgets and oversees budget records and reports.
  9. Executes purchases (including memberships, conference registrations, office supplies, operational supplies, etc.) for the Office of the CSO , in coordination with the Associate Director of Accounting and Finance.
  10. Assists with the Kronos process for personnel in the Office of the CSO .
  11. Manages the onboarding process for all new staff within the Office of the CSO , including, but not limited to, coordinating phone line and voicemail activation and email set-up with U Safety Department IT representatives, preparing and ordering business cards, assisting with setting up email signatures, facilitating building access, supporting new employees with getting UCards and parking permits, and ensuring proper access to department software and databases.
  12. Keeps the physical office space in good order and ensures a positive customer experience by greeting visitors, keeping the space neat and orderly, distributing mail, submitting Facilities and other work order requests as needed, maintaining compliance postings, etc.
  13. Communicates with administrative colleagues in the building to coordinate information sharing and distribute relevant information, such as service disruptions, building access changes, special events or projects, etc. to partner offices, as well as Office of the CSO staff.

Problem Solving

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

Incumbents in this position may be required to represent the executive at meetings and interact with individuals at the highest levels in public and private organizations. As such, professionalism, discretion, confidentiality, and respect for privacy are critical attributes.

Comments

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

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 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.