Job Information
University of Utah Administrative Assistant in Salt Lake City, Utah
Details
Open Date 04/09/2024
Requisition Number PRN38182B
Job Title Administrative Assistant
Working Title Administrative Assistant
Job Grade D
FLSA Code Nonexempt
Patient Sensitive Job Code? No
Standard Hours per Week 40 Hours
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
Monday-Friday(9AM – 5PM)
VP Area Academic Affairs
Department 00085 - Communication
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $25/hr
Close Date
Open Until Filled Yes
Job Summary
This position is an assistant to the Department Chair & Administrative Officer in the Department of Communication.
Responsibilities
Assists Department Chair with a variety of tasks including: managing appointment calendar & scheduling meetings, drafting letters & speeches, data collection & analysis, copy-editing, writing specialized reports, preparing meeting agendas, taking minutes of high-level meetings, special chair projects and space renovations, working with academic analytics, & travel arrangements & reimbursements.
Assists Department Administrative Officer with a variety of tasks including: implementation of department and University policies & procedures, managing Department Canvas pages; coordination of various tenure/tenure track faculty annual review materials & processes such as Retention, Promotion & Tenure, Post-Tenure Reviews, Peer Teaching Reviews, and ePAFs (merit evaluations); manage electronic & hard copy documents for auxiliary faculty reviews.
In coordination with Department Administrative Officer: manage faculty search arrangements for onsite interviews; coordinate arrangements for visiting scholars, colloquium speakers, & special visitors.
In coordination with the Development Officer & Executive Secretary: oversee arrangements for special events, Annual Faculty Kick-off, annual lectures, meetings, receptions, banquets, retreats, symposiums, conferences and Dept. socials.
In coordination with the College Web Master assist with design, maintenance, & updating of the department’s website & other departmental web projects and social media campaigns. Gather information and create Department newsletter. Minimal Graphic Design work.
Other duties & projects as assigned.
This job description has been designed to indicate the general nature & level of work performed by employees within this classification. It 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.
Minimum Qualifications
Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
B.A. preferred.
Prior experience as an administrative assistant or executive secretary.
Working knowledge of Microsoft Office, Adobe Acrobat Pro, Photoshop, Google Calendar, Google Drive & other relevant office software.
Type Benefited Staff
Special Instructions Summary
Additional Information
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.
The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.
All qualified individuals are strongly 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 ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/
Online reports may be submitted at oeo.utah.edu
https://safety.utah.edu/safetyreport 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.