Job Information

University of Utah Executive Assistant in Salt Lake City, Utah

Open Date 09/09/2021

Requisition Number PRN27603B

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

Monday-Friday 8am-5pm

VP Area U of U Health - Academics

Department 02185 - Neurology Administration

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 39300 to 72700

Close Date

Open Until Filled Yes

Job Summary

The Executive Assistant provides executive-level support to the Department of Neurology Chair. This is an on-site position and does not typically qualify for telecommuting.

The successful candidate will have the ability to exercise good judgment in a variety of situations, strong written and verbal communication, administrative, time-management and organizational skills, social and emotional intelligence, and the ability to triage and manage multiple priorities and projects. The successful candidate will be a detail-oriented self-starter with a strong work ethic and customer service orientation, will possess superior scheduling and organizational skills, will display the ability to work independently on projects from conception to completion, and will be able to meet deadlines and produce excellent work under pressure. The successful candidate must be able to discretely handle a variety of activities and confidential matters.

Responsibilities

- Provides high-level executive support to the Department Chair by executing administrative duties, including managing time-critical, sensitive, and/or confidential information.

- Delivers expert calendar management and scheduling services.

- Schedules, coordinates, and prepares for meetings, presentations, interviews, events, workshops, retreats, conferences, and other similar functions. Responsibilities include preparing agendas, taking detailed minutes, operating video-conferencing platform(s) (e.g., Zoom), compiling preparing data, and other duties.

- Ensures Department Chair is thoroughly prepared and informed of upcoming commitments and responsibilities.

- Answers and triages phone calls for the Chair’s office; composes and responds to correspondence.

- Plans, coordinates, and schedules travel and accommodations, prepares detailed itineraries, and processes reimbursements.

- May assist Department Chair and search committee chairs with high-profile faculty searches including: ad preparation, scheduling visits, coordinating candidate database and documentation, travel planning, and reimbursements.

- Maintains Department Chair’s CV, biographical sketch, and other support documents.

- Develops, researches, prioritizes, and follows-up on correspondence on behalf of the Department Chair including composing and editing letters, memorandum, reports, lecture/course materials, presentations, and other correspondence for internal/external stakeholders.

- Manages and maintains all departmental communications (newsletter, social media, website, etc.).

- Manages special projects and other assignments for the Chair or department.

- Determines appropriate course of action, referral, or response while exercising judgment and discretion to reflect the Department Chair’s individual style, while accounting for policies and procedures within the department, the college and the university.

- Supports the department by performing all other duties as assigned by the chair, administrator or assistant administrator.

This position has no responsibility for providing care to patients.

PROBLEM SOLVING

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.

Incumbents in this position may be required to interact with individuals at the highest levels in public and private organizations on a local and national basis.

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.

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

PREFERRED :

- Experience working in position(s) demonstrating high-level administrative support skills, including the ability to take responsibility, display initiative, and make independent decision.

- Experience working in an academic medical center

- Event planning experience

- Knowledge of University of Utah policies, procedures, and systems (e.g., Concur, ePR, MBM , etc.)

- Small to mid-level project management skills

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.