University of Utah Executive Assistant in Salt Lake City, Utah

Details

Open Date 11/19/2018

Requisition Number PRN18991B

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

VP Area President

Department 00642 - Technology Commercialization

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 39300 to 50000

Close Date

Open Until Filled Yes

Job Summary

The Center for Technology & Venture Commercialization (TVC) at the University of Utah is seeking an Executive Administrative Assistant to be an invaluable asset in a small, but highly important team. We are looking for a hardworking, competent, and good natured individual.

TVCserves as a catalyst for on campus discoveries and innovation. We are responsible for all aspects of invention management, patent prosecution, licensing, startup formation and support, early stage funding and bringing important discoveries to market. If you are interested in working directly with a busy executive, motivated to make a difference, and be a part of bringing campus innovation to life you’ll find the high paced atmosphere atTVCan interesting place to work. For more about our important work check out: https://tvc.utah.edu

The Executive Administrative Assistant handles administrative matters and provides complex administrative support for department management. We are looking for an organized and efficient person that is comfortable being a team player. The ability to multi-task, while maintaining a complex schedule and managing administrative support, is essential in this position. Assuring a steady completion of workload in a timely manner is key to success in this position.

Responsibilities

1.Provides administrative support to Executive Director by maintaining executive’s calendar, scheduling appointments, and coordinating meetings and conferences.

2.Process all expenditures, reimbursements and payments; including the use of U-shop and P-card reconciliation.

3.Strong knowledge of Excel and other Microsoft programs, including the ability to collect and organize data. This includes strong analytical and problem-solving skills.

4.Makes travel arrangements and prepares travel reimbursements.

5.Handles the administrative matters regarding day-to-day operations and procedures of a University department including greeting and directing visitors, handling incoming calls, processing mail, and coordinating conference rooms

6.Troubleshoots all building, computer, printer, phone and other equipment, and other issues of concern as they arise

7.Maintains and orders office supplies.

8.Manages personnel actions such as employee orientations, training and related issues.

9.Schedules, plans and coordinates equipment installation and maintenance.

10.Coordinates IT functions and support.

11.Ensures office efficiency.

12. May enter employee time card information and ensure payroll procedure compliance.

13.Reviews changes in university policy and coordinates implementation procedures.

14.May develop departmental procedures as well.

15.Other duties as assigned.

DISCLAIMER

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. Due to export control regulations and the nature of the position,TVCwill not sponsor work-authorization visas.

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

Applicants demonstrate the potential ability to perform the essential functions of the job as outlined in the Job Summary. Prefer Bachelor or Associates degree in Business, Communications, or a related field, or equivalency plus experience that includes specific involvement in maintaining Executive’s or CEO’s schedule and demonstrated organizational, human relations and exceptional communication skills. Previous experience providing administrative support to ensure efficient operation of the office and the ability to support managers and employees through a variety of tasks related to the organization is preferred.

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”). To be eligible for retirement contributions, you must be hired into a benefit-eligible position. Certain new hires are automatically assigned to the URS retirement plan and other employees with prior URS service, may elect to enroll in the URS within 30 days of hire. Regardless of whether they are hired into a benefit-eligible position or not, individuals who previously retired and are receiving monthly retirement benefits from URS must notify the Benefits Department upon hire. Please contact Utah Retirement Systems at (801)366-7770 or (800)695-4877 or the University’s Benefits Department at (801)581-7447 for information.

This position may require the successful completion of a criminal background check and/or drug screen.