Administrative Assistant

DetailsOpen Date 11/19/2024Requisition Number PRN40367BJob Title Administrative AssistantWorking Title Administrative AssistantJob Grade DFLSA Code NonexemptPatient Sensitive Job Code? NoStandard Hours per Week 40Full Time or Part Time? Full TimeShift DayWork Schedule SummaryVP Area Academic AffairsDepartment 00161 - College of Education-DeanLocation CampusCity Salt Lake City, UTType of Recruitment External PostingPay Rate Range $15.19 - $26.00Close Date 02/28/2025Priority Review DateJob SummaryThe College of Education seeks a highly organized and detail-oriented Administrative Assistant to support the smooth operation of our academic department. The ideal candidate will demonstrate clear communication skills, the ability to learn new processes quickly, and the capacity to prioritize tasks from multiple sources to meet various deadlines. Discretion, good judgment, and problem-solving skills are essential, as is the ability to maintain a positive attitude in a dynamic environment. The Administrative Assistant will support an inclusive, transparent, and supportive work environment while becoming proficient in relevant campus processes.ResponsibilitiesJob Functions

Assists with department programs and projects.

Takes notes and prepares meeting minutes for department leadership.

Schedules, plans and coordinates work actions of faculty/staff.

Draft, format, and proo documents, reports, and presentations.

Collects, organizes and analyzes data for specialized reports.

Maintain accurate and organized files and records, both electronic and physical.

Assists with managing documents and information related to various aspects of faculty recruitment, retention, and promotion such as coordinating itinerary planning, faculty onboarding, Interforlio document management, etc.

Assists with the implementation of department and University policies and procedures.

Provides administrative support by scheduling appointments, coordinating meetings and conferences, managing events, seminars, workshops, arranging travel, preparing reimbursements and maintaining and ordering office supplies.

Track deadlines and remind department chairs, faculty, staff, and students of important events.

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 ConditionsNearly continuously: office environmentWork Environment and Level of Frequency typically requiredNearly Continuously: Office environment.Physical Requirements and Level of Frequency that may be requiredNearly Continuously: Sitting, hearing, listening, talking.Often: Repetitive hand motion (such as typing), walking.Seldom: Bending, reaching overhead.Minimum QualificationsAssociate 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.PreferencesType Benefited StaffSpecial Instructions SummaryAdditional InformationThe 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.eduhttps://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.