Job Information

University of Utah Executive Secretary in Salt Lake City, Utah

Details

Open Date 02/23/2022

Requisition Number PRN29479B

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

VP Area Academic Affairs

Department 00095 - Dept of Writing and Rhetoric

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $15 to $18

Close Date

Open Until Filled Yes

Job Summary

This position will serve as the first contact for the Department of Writing & Rhetoric Studies at the front desk, working closely with the staff team of Departmental Chair, Office Manager and Academic Advisor. The Executive Secretary will create a welcoming and informative environment for faculty, staff, students, and the general public, answering phone calls and greeting and directing visitors. This position will be supervised by the Office Manager, but will work alongside all staff and faculty

Responsibilities

Responsibilities include:

Front Office

  1. Serves as department receptionist (phones, walks-ins, mail distribution, photocopying) Coordinate with Office Manager for the inventory of office supplies and paper; order as needed
  2. Keep reception area clean and organized
  3. Keep calendars for the Chair and the department as needed.
  4. Announce students who come in to the appropriate faculty member or advisor and make appointments for walk-ins.
  5. Schedule Writing Department meeting rooms and classrooms.
  6. Consistently communicate between front desk and other parties.
  7. Consistently present a pleasant, professional and helpful point of contact for students, faculty and staff, and the general public.
  8. Answer inquiries and advise students regarding registration, writing placement, course descriptions/requirements, transfer credits, appeals and waivers.
  9. Plan, coordinate and staff meetings and events. This includes but is not limited to, dissertations, readings, graduate student meetings and awards ceremonies.
  10. Assist as needed.

Marketing

  1. Creates department publicity, including flyers, program announcements, brochures, and special posters.
  2. Coordinates Social Media campaigns.
  3. Maintains and updates the department website: events, description of programs etc.

Other Responsibilities

  1. Coordinate instructor evaluations.
  2. Submit departmental key shop requests and keep track of keys.
  3. Technology issues / submit IT Help tickets / phone transfers/deliveries
  4. Surplus (old office inventory to be picked up)
  5. Arrange/submit maintenance requests
  6. Maintain department list-serv lists

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.