Job Information

University of Utah Front Desk Executive Secretary, University Counseling Center in Salt Lake City, Utah

Details

Open Date 04/08/2022

Requisition Number PRN30107B

Job Title Executive Secretary

Working Title Front Desk Executive Secretary, University Counseling Center

Job Grade C

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Standard Hours per Week 40 hrs/week

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Monday –Friday 8:00 am – 5:00 pm, with 2 evenings Monday – Thursday likely.

VP Area Academic Affairs

Department 00316 - University Counseling Center

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $16.50 – $17.50/hour

Close Date

Open Until Filled Yes

Job Summary

The University of Utah Counseling Center ( UCC ) is recruiting for a Front Desk Executive Secretary to staff the front reception desk and provide administrative support to the UCC training team. The UCC Front Desk Executive Secretary is responsible for greeting clients, answering phones, scheduling clinical appointments, and processing client payments while adhering to a professional client and counselor confidentiality. The successful candidate will possess excellent customer service skills, strong attention to detail, good organizational skills, and the ability to effectively multi-task and handle stressful situations. Additionally, the successful candidate will demonstrate skills in dealing appropriately with confidential information and setting appropriate professional and personal boundaries.

Successful completion of a background check is required prior to hire, which is paid for by the UCC .

One year of education may be substituted for two years of experience.

An excellent benefits package is included (see https://www.hr.utah.edu/benefits/ for a full description of the benefits package):

  • 14.2% retirement matching
  • Paid parental leave (in addition to FMLA )
  • 13 paid holidays per year plus vacation accruals each month
  • Excellent health insurance options that are both affordable and allow for access to care through the University of Utah health system
  • Tuition benefits
  • Options for short-term and long-term disability insurance, life insurance, and HSA / FSA savings plans are available.

About Student Affairs

Student Affairs (https://studentaffairs.utah.edu/) is comprised of over 20 departments and is focused on supporting student well-being and success with the ultimate goal of assisting students in discovering their passion, people, and purpose. To that end, we aim to foster an environment that encourages employees to embrace innovative service delivery methods to best meet the needs of our students. As a result, students have the opportunity to participate in the creation of campus culture, collaboratively working alongside professional staff, student leaders, and academic partners.

Student Affairs is committed to the grounding of our programs, procedures, and policies in the tenets of anti-racism and inclusion. We recognize the continued importance of education and accountability that promote equity and social justice. Our expectation is that all employees are engaged in this work to create a welcoming environment that supports the success of both students and staff and ensures they have the opportunity to be fully incorporated into university life.

Responsibilities

  1. Greets and assists UCC clients in person or over the telephone.
  2. Manages the client check-in process.
  3. Answers and screens inquiry calls from prospective student clients, U faculty/staff, and other constituents.
  4. Provides scheduling and phone message support for large clinical staff.
  5. Client scheduling and payment processing.
  6. Maintains UCC online client files.
  7. Administrative support for the Associate Director for Training and UCC Training Team
  8. Other clerical tasks and 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 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.

One year of education may be substituted for two years of experience.

Preferences

Type Benefited Staff

Special Instructions Summary

Submit an online application at https://utah.peopleadmin.com/postings/131897 .

Please contact Katy Riney, Search Chair, with any questions about the position at criney@sa.utah.edu or 801.581.6826.

One year of education may be substituted for two years of experience.

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.