University of Utah Executive Secretary in Salt Lake City, Utah


Open Date 06/13/2018

Requisition Number PRN17485B

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 U of U Health - Academics

Department 00850 - Pediatric Critical Care

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $12.02 - $19.22

Close Date

Open Until Filled Yes

Job Summary

The Pediatric Critical Care Division at the University of Utah School of Medicine, located in Research Park, has an immediate job opening for an Executive Secretary. Working under the direction of the administrative manager the executive secretary will provide secretarial and administrative office support to various researchers at the Data Coordinating Center (DCC) and Intermountain Injury Control Research Center (IICRC).


1.Provide general administrative support to supervisors, faculty, and staff.

2.Direct incoming calls and greet and direct visitors.

3.Assist in maintaining multiple calendars and schedule conference rooms and interviews.

4.Arrange meetings, conferences, and trainings, and coordinate meeting set up/clean up.

5.Assist with venue contracts, handle logistics, create binders, and take minutes at meetings.

6.Prepare correspondence, including composing routine letters and memos.

7.Assist in collecting and compiling data for research.

8.May help edit research papers, project reports, proposals and contracts.

9.Process and distribute mail, including mailing packages.

10.Establish and maintain confidential files.

11.Assist in preparing travel arrangements, submit and track travel reimbursements.

12.May work with research personnel in the design and preparation of research projects and in recording data.

13.Help maintain office and kitchen supplies and assist with supply orders.

14.Maintain and troubleshoot office equipment; including printers and copiers.

15.Act as a courier to various departments within the University campus.

16.Provide other general office support as needed.

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.


•Strong computer skills and experience with MS Office (Word, Excel, and Power Point).

•Data entry experience.

•Excellent organizational skills, attention to detail, and ability to work independently and cooperatively as a team member. •Ability to prioritize multiple demands adapt to a fast paced office environment.

Type Benefited Staff

Special Instructions Summary

Additional Information

The University of Utah is an Affirmative Action/Equal Opportunity employer and is committed to diversity in its workforce. In compliance with applicable federal and state laws, University of Utah policy of equal employment opportunity prohibits discrimination on the basis of race or ethnicity, religion, color, national origin, sex, age, sexual orientation, gender identity/expression, veteran’s status, status as a qualified person with a disability, or genetic information. Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities, and protected veterans are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law.

To inquire about this posting, email: or call 801-581-2300. Reasonable accommodations in the application process will be provided to qualified individuals with disabilities. To request an accommodation or for further information about University AA/EO policies, please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/ TDD ), email: .

The University is a participating employer with Utah Retirement Systems (“URS”). To be eligible for retirement contributions, you must be hired into a benefit-eligible position. Certain new hires are automatically assigned to the URS retirement plan and other employees with prior URS service, may elect to enroll in the URS within 30 days of hire. Regardless of whether they are hired into a benefit-eligible position or not, individuals who previously retired and are receiving monthly retirement benefits from URS must notify the Benefits Department upon hire. Please contact Utah Retirement Systems at (801)366-7770 or (800)695-4877 or the University’s Benefits Department at (801)581-7447 for information.

This position may require the successful completion of a criminal background check and/or drug screen.