Job Information

University of Utah Executive Secretary in Salt Lake City, Utah

Details

Open Date 10/13/2022

Requisition Number PRN32652B

Job Title Executive Secretary

Working Title Executive Secretary

Job Grade C

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

Monday – Friday, business hours

VP Area U of U Health - Academics

Department 02045 - SOM Student Affairs

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $17.00 – 18.50/hourly

Close Date

Open Until Filled Yes

Job Summary

TheStudent Affairs Team (https://medicine.utah.edu/students/current-students/student-services/) with the Spencer Fox Eccles School of Medicine ( SOM ) works closely with students to ensure they feel supported and successful during their time at the SOM . The Student Affairs (SA) office includes professional and academic advising, financial aid & scholarships, registrar, academic success, global health, events, and wellness with the same mission statement: to facilitate the personal and professional development of medical students through accessibility, professionalism, collaboration, and inclusivity.

Provides secretarial and administrative office support for the Student Affairs unit within the School of Medicine. Provides assistance to administration, staff, and students and performs a variety of clerical duties in accordance with specific instructions and established work practices within the office.

Our generousUniversity staff benefits package (https://www.hr.utah.edu/benefits/) includes but is not limited to: health care and dental plan options, tuition reduction, UTA pass (Bus, TRAX , & FrontRunner), paid holidays, paid leave time, employer and employee paid retirement, and more!

Responsibilities

  1. Acts as first point of contact for the School of Medicine’s students, faculty and guests; greets and directs visitors, handles incoming calls from prospective and current students, and maintains a welcoming and positive environment within the Office of Student Affairs.
  2. Provides administrative support to Student Affairs management and staff; provides approves list serv emails, submits IT and building work requests, issues keys and building access, coordinates equipment set­up, etc.
  3. Prepares correspondence, including composing routine letters, memos and meeting agendas.
  4. Schedules appointments for SA leadership and maintains Student Affairs office calendar; Assist SA leadership with event registration and makes necessary travel arrangements and reimbursements.
  5. Monitors shared email boxes and responds in a timely manner to student requests.
  6. Makes arrangements for meetings, conferences, retreats and events; schedules conference rooms, arranges for and sets ­up equipment, and orders food for class meetings, transition courses, and general SA events in accordance with health standards and dietary restrictions.
  7. Establishes and maintains confidential files; uploads materials and presentations to websites and ensures page content is current.
  8. Orders and maintains supplies and furniture for department.
  9. Maintains SA Database including uploading and updating student information as needed.
  10. Monitors and maintains student lounge and equipment in Eccles Health Sciences Education building; manages lockers and pagers.
  11. Assists registrar with medical school performance evaluations and visiting student needs as well as provides backup support for the SA coordinator and events as needed.
  12. Performs other related duties as assigned.

• 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.

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

High school diploma or equivalency required. Four years full time secretarial experience or equivalency, word processing and spreadsheet software skills and demonstrated human relation and effective communication skills also required.

Knowledge of business writing preferred.

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.