University of Utah Executive Secretary in Salt Lake City, Utah


Open Date 11/01/2018

Requisition Number PRN18805B

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, standard business hours.

VP Area U of U Health - Academics

Department 01471 - SOM Curriculum/Med ED

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $15.00 - $17.00 / hour

Close Date

Open Until Filled Yes

Job Summary

Provides secretarial and administrative office support to the Curriculum department within the Dean’s Office of the School of Medicine.


1.Schedules appointments, meetings, and conference rooms for group sessions, one-on-ones, and other items as needed

2.Makes travel arrangements and processes expense reports

3.Communicates with committees by providing meeting reminders, updates, documents, and announcements

4.Coordinates and tracks education dashboard process: scheduling meetings with department chairs and deans, establishing deadlines based on those dates, tracking exchange of document drafts, providing data as needed, ensuring that everyone involved meets their deadlines so the process runs smoothly

5.Documents Curriculum Committee meetings and drafts minutes with input from committee members and curriculum leadership

6.Manages Curriculum Committee files and proceedings

7.Enters and verifies data for curriculum tracking, scheduling, and other reporting as needed

8.Supports accreditation efforts through data and document collection

9.Creates and prints letters, signs, folders, and other materials needed for exams and meetings; compiles, copies, files, and scans documents

10.Provides backup for Experiential Learning Opportunity recruiting as needed, following defined script and procedures

11.Provides backup proctoring for written exams, OSCEs, and exam reviews; troubleshoots technical issues with students as necessary

12.Assists in event planning as needed

13.Orders office supplies and maintains equipment by arranging for service calls as needed

• 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.


Previous experience communicating effectively with faculty, deans and administrators

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.