Job Information

University of Utah Executive Secretary in Salt Lake City, Utah

Open Date 07/01/2021

Requisition Number PRN26741B

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, 8:00 AM – 5:00 PM

VP Area Academic Affairs

Department 00093 - Linguistics

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 12.02 to 16.00

Close Date

Open Until Filled Yes

Job Summary

The Department of Linguistics is looking for an energetic, dependable, and organized person to join our team. In addition to working in a team environment this person

must also be able to work independently and efficiently. The Executive Secretary will be the face of the department and must possess excellent customer service skills.

This position provides a creative outlet in that the qualified person will be able to design our newsletters, brochures, flyers, etc. The position will also be a huge support

to the Administrative Manager, the Academic Advisors, and the Student Support Specialist.

Responsibilities

1. Provides administrative support to Dept. Chair, Admin Manager, Student Support Specialist, and Academic Advisors.

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

3. Schedules appointments and maintains departments calendar.

4. Makes arrangements for meetings and conferences.

5. Orders and maintains supplies for department.

7. Provides additional general office support such as greeting and directing visitors, handling incoming calls and processing mail.

• 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

Ability to work independently and set priorities, utilize time efficiently, and perform well under pressure.

Must be a team player – willing and able to assist other staff members.

Excellent secretarial and organizational skills, including high level of computer proficiency in using Microsoft Office products.

Attention to detail and good problem solving abilities, with moderate level of independent

decision-making.

Ability to interact in a professional manner with all persons, both internal and external, in a customer service friendly manner.

Professional appearance and demeanor.

Ability to maintain a high level of confidentiality.

Exercise good judgement and initiative.

Maintain an excellent attendance record.

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.