Job Information
University of Utah Executive Assistant & Administrative Project Specialist, The Point in Salt Lake City, Utah
Details
Open Date 04/26/2024
Requisition Number PRN38388B
Job Title OCHE Exec Asst, The Point
Working Title Executive Assistant & Administrative Project Specialist, The Point
Job Grade G
FLSA Code Professional
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
Hybrid: Mon – Fri 8am – 5pm
VP Area President
Department 01379 - USHE Comissioner
Location Office of the Commissioner - Downtown SLC
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $75,000 - $79,000 DOE
Close Date
Open Until Filled Yes
Job Summary
The Innovation, Commercialization, and Economic Development team at the Utah System of Higher Education is ardently engaged in steering a multitude of pioneering projects within the state, each designed to harness the innovative capital of Utah’s academic and economic vitality. Notably, the team is at the forefront of the Innovation District at The Point project.
The Executive Assistant & Administrative Project Specialist position is designed for a dynamic, highly organized, and innovative individual who thrives in a fast-paced environment. The role combines high-level administrative support with oversight of the operational project organization for the office, ensuring the effective functioning of our team. This is a pivotal role supporting the Associate Commissioner and the Innovation Team.
The ideal candidate will be a self-motivated team member with excellent customer service, organization, communication, data research and tracking, document preparation, modern technology experience, and demonstrated multitasking skills.
Responsibilities
Essential Functions
Provide comprehensive administrative support related to calendar management, appointment scheduling, and meeting coordination.
Serve as the primary contact for the Associate Commissioner, offering professional and confidential handling of inquiries.
Oversee the tracking and organization of various projects, ensuring deadlines are met and effective communication is maintained between teams and stakeholders.
Organize detailed travel itineraries and accommodations
Execute logistics for team events, workshops, and retreats, including venue selection and attendee management.
Manage documentation for meetings, presentations, and reports, and prepare materials.
Manage daily operations and logistics, which includes catering and supply management.
Handle procurement of goods and services in compliance with the Office of the Commissioner and University of Utah guidelines, policies and procedures.
Organize meetings and agendas, distribute information timely, and collaborate on communication strategies to publicize team activities and accomplishments.
Anticipate and respond to unforeseen challenges, adapting to changing priorities, and proactively enhancing processes for greater efficiency.
Maintain upkeep of essential files, databases, and information systems.
Attend events outside of normal working hours as needed.
In state travel is required for projects, meetings, and institutional site visits.
Perform all other duties, projects or tasks assigned by the supervisor or department leadership.
Experience:
Operational knowledge of Microsoft Office and related computer software including Outlook, Power Point, and Word/Excel.
Experience with preparing documents, PowerPoints, white papers, etc.
Proficiency in Mac and PC computers.
Demonstrated leadership, human relations, and effective communication skills; sound judgment and discretion in handling sensitive and confidential information; analysis and problem-solving skills; capacity to handle complex projects with sensitivity to priorities and shifting demands.
Exceptional organizational skills, attention to detail, and the ability to multitask and prioritize in a dynamic, high-pressure environment.
Excellent communication and interpersonal skills, with the ability to interact diplomatically with a diverse range of individuals.
*_DISCLAIMER *
OCHE has reviewed this job description to ensure that essential functions and primary duties have been included. It is intended to provide guidelines for job expectations and the employee’s ability to perform the position described. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This document does not represent a contract of employment, and OCHE reserves the right to change this job description and/or assign tasks for the employee to perform, as OCHE may deem appropriate.
Minimum Qualifications
Bachelor’s degree and 6+ years of directly related experience, or a Master’s degree and 4+ years of directly related work experience as an executive assistant and/or office manager role, innovation-driven environment.
Preferences
Preference will be given to applicants with experience in start-ups, venture capital, or innovation.
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.