Job Information
University of Utah Administrative Assistant in Salt Lake City, Utah
Details
Open Date 08/15/2024
Requisition Number PRN39576B
Job Title Administrative Assistant
Working Title Administrative Assistant
Job Grade D
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
VP Area President
Department 02098 - AVP for Stdnt Health&Wellness
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $50,000
Close Date
Open Until Filled Yes
Job Summary
This position provides complex administrative support for the Associate Vice President for Student Health and Wellness and Assistant Vice President for Student Health and Wellness for Health Sciences and their reporting line in Student Affairs. The administrative assistant will work closely with the AVPS of Student Health and Wellness to ensure efficient departmental operations for University Counseling Center, Center for Campus Wellness, Student Health Center, Financial Wellness Center, Center for Disability & Access, and Center for Recreation Services. The administrative assistant will also provide primary administrative support and will report directly to the Associate Vice President for Student Health and Wellness and Assistant Vice President for Student Health and Wellness for Health Sciences. This position supports by organizing, directing and maintaining day-to-day operations of the office. This position will work collaboratively with the AVPS of Student Health and Wellness and Manager, H&W Strategic Initiatives, and other wellness colleagues to ensure successful execution of activities and operations to support student health, wellness and academic success. This position calls for the ability to manage multiple tasks and competing projects in a fast-paced environment and the capacity to navigate ambiguity. The AVPS of Student Health and Wellness works with sensitive situations and discretion and awareness of HIPPA & FERPA are required.
Responsibilities
Manage day-to-day operations which include: general office support such as greeting and directing visitors, handling incoming calls and processing mail; orders and maintains supplies for the department; makes arrangements for meetings and conferences; schedules appointments and meeting for department members.
Attends and coordinates weekly office staff meetings. Reserves space for these meetings.
Maintains oversight of AVPS of Student Health and Wellness email accounts to ensure emails are answered in a timely and efficient manner.
Assists with the maintenance of department budgets by processing all office purchasing cards transactions and receipts and is responsible for all reallocations of transactions to their proper accounts within the AVPS of Student Health and Wellness budget.
Coordinates all travel needs, including reimbursement forms (in the compiling, disbursing, collecting, analyzing and completing of) in-house travel arrangements, and distributing of travel monies from the office.
Acts as the liaison between Chartwells catering and AVPS of Student Health and Wellness for all mandatory Union catering needs, as well as any other Chartwells catering needs.
Lead the formulation of administrative processes for office operations, ensuring strict adherence to University of Utah policies and procedures.
Assists with the development and management of department budgets.
Support procurement of office supplies, equipment, maintenance contracts, materials/resources for office operations and events, and manage travel requests.
Support the hiring and onboarding process for new employees, including coordinating communication, scheduling interviews, liaising with faculty and staff contacts, and managing incoming supporting documents.
Assist in coordinating event activities, including scheduling space reservations, arranging catering, and distributing event marketing materials in collaboration with the director and/or program lead.
Maintains budget records, such as reconciling accounts and preparing expenditure statements.
Collects, organizes and analyzes data for specialized reports.
Coordinates the collection and preparation of operating reports.
Assists with the implementation of departmental guidelines and ensures that operations adhere to University policies and procedures.
Other 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 Conditions
Nearly continuously: office environment
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
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
Bachelor’s Degree and two years related experience as an Administrative Assistant or working in a higher education setting.
Type Benefited Staff
Special Instructions Summary
Application priority deadline is August 30, 2024
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.