Job Information

University of Utah Executive Secretary in Salt Lake City, Utah


Open Date 11/03/2023

Requisition Number PRN36811B

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 00158 - Coll of Architect & Plan-Dean

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 12.02 to 21.63

Close Date

Open Until Filled No

Job Summary

The College of Architecture + Planning is best described as an academic college that consists of staff and faculty serving our students from five different areas: the Dean’s office where this position will reside, three academic departments which are the School of Architecture, City and Metropolitan Planning, Multi-Disciplinary Design, and research centers.

The mission of the College of Architecture + Planning is guided by four principles known by many as the “4R’s” (Responsibility, Resilience, Respect, and Response.) These four commitments are game-changers that suggest that care is the ethical imperative of our profession’s demanding new modes of thinking and doing to transform the world into a better place.


1. Provides administrative support to the Dean.

2. Organizes meetings and gatherings for the Dean and the College.

3. Takes meeting notes and organizes and synthesizes information, including preparation of minutes

4. Establishes and maintains confidential files.

5. Prepares correspondence, including composing routine letters and memos.

6. Schedules appointments and maintains the Dean’s and the College’s calendar.

7. Makes arrangements for meetings and conferences.

8. Assists with submitting travel and expense reimbursements

9. Orders and maintains supplies for the college.

10. May distribute mail and other supplies for the colleges.

11. Provide additional general office support as needed such as greeting and directing visitors, handling incoming calls, and processing mail.

12. Other 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 (one year of education can be substituted for two years of related work experience). 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.


Type Benefited Staff

Special Instructions Summary

Submit required materials upon application- resume, 3 references that include phone and email, a one-page statement that includes the candidate’s experience with diversity, equity, and inclusion and how this relates to their approach to the duties of this position. Apply by 11/17/2023 for priority consideration. Applications will be reviewed shortly after this date.

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)

383 University Street, Level 1 OEO Suite

Salt Lake City, UT 84112


Online reports may be submitted at

For more information:

To inquire about this posting, email: ( 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. This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.