Job Information
University of Utah Administrative Assistant in Salt Lake City, Utah
Details
Open Date 03/08/2024
Requisition Number PRN37906B
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
On campus, 8am-5pm, M-F
VP Area U of U Health - Academics
Department 00984 - CON STUDENT SERVICES
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 17.99 - 23.00 per hour
Close Date
Open Until Filled Yes
Job Summary
Come work with a fun, engaging and student-driven team in the College of Nursing! The Student Services Office supports over 2000+ pre-nursing and nursing students at the University of Utah. We are looking for a dynamic, collaborative individual to provide day-to-day support for our office and staff.
Provides direct administrative support for Student Services staff. Answer phones, greet front desk visitors, students, faculty, and staff.
Take messages, set up appointments and meetings for students and advisors, answer questions and inquiries of programs-including sign in. Maintain lobby area. Greet students, patrons, faculty that come into the Student Services Office.
Work with Director and Executive Associate Directors on special projects as needed. Assist with scheduling meetings and office events-retreats, planning/staff meetings, team member one on ones and key stake-holder meetings as appropriate.
Office management: Manage Office events/recruitment calendars. Unlock/lock doors on the second floor. Work with building manager for anything involving facilities, cleaning, and keys (varies). Ensure office mail retrieved/organized/distributed. Reserve rooms for events and study groups in groups of six or more and for anything Student Services needs. Coordinate and maintenance of a clean and efficient office environment by helping organize the office suite, storage space, phones, and office equipment.
Supervise Student Employees: Train and supervise work-study student(s) ensure coverage, schedule and delegate assignments and projects as appropriate. Address student personnel needs, this may include weekly meetings with them to monitor progress on assignments.
Budget procurement management: re-allocate purchasing card, u-shop, keep all receipts and documents for auditing. Support and set-up office travel when needed. Work with other reconciler on consistent process. Food vendor support, use Catertrax, University Hospital and other food vendors for catering and student purposes. Order supplies for the office through u-shop, order business cards through printing services, and recruitment swag when needed.
Minutes/Meeting Management: Take minutes for team meetings. Take monthly minutes at college committees. Take minutes per semester at Dean town halls. This also includes scheduling meetings, getting agendas ready, ordering refreshments where appropriate and room set-up.
Demonstrates initiative, flexibility, enthusiasm, positive attitude, and teamwork.
This position is eligible for universitybenefitsincluding;medical-dental-wellness coverage, an additional immediately vested14.2% of salary employer contributionto retirement (401a),paid leave,paid holidays,tuition assistancefor employees and family,free UTA transport passand others.
See details at:https://benefits.utah.edu/
Total Compensation Calculator
Please apply at: https://utah.peopleadmin.com/postings/161498
Responsibilities
Resolves a variety of complex administrative problems for faculty, staff, students, and the public.
Provides administrative assistance for University executives.
Assists with the development and implementation for department policies.
Assists in the formulation of department budgets and oversees budget records and reports.
Researches, analyzes, and prepares administrative and statistical reports and documents.
Represents executives at meetings as required.
May supervise the activities of support staff including planning and organizing the department workflow, conducting performance evaluations, and making salary recommendations.
Other duties as required.
This job description is not 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
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.