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University of Utah Executive Assistant in Salt Lake City, Utah

Details

Open Date 06/21/2024

Requisition Number PRN38944B

Job Title Manager, Administrative

Working Title Executive Assistant

Job Grade E

FLSA Code Administrative

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Monday – Friday 8 am – 5 pm, in person

Hybrid work possible on a minimal basis

Occasional evenings & weekends to support special event

VP Area President

Department 00326 - Office of Alumni Relations

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $53,000 - $58,000

Close Date

Open Until Filled Yes

Job Summary

The Office of Alumni Relations seeks a motivated and career minded individual to join our team. The Administrative Manger position is responsible for planning, organizing, directing and/or controlling all aspects pertaining to administrative functions of the department, and financial management operations pertaining to areas including (but not limited to) data/records maintenance, supply management, telecommunications, office equipment maintenance, and office support. The successful candidate will have strong written and verbal communication, administrative, and time management skills and the ability to manage multiple priorities and projects. The successful candidate will be a detail-oriented self-starter with a strong orientation towards customer service, will possess superior organizational skills, will display the ability to meet deadlines while working independently. Knowledge of excel preferred.

Responsibilities

  • Provides administrative support to the department leadership

  • Forecasts, develops and implements policies and procedures in the areas of customer service, staff management and budgetary goals and objectives that are consistent with University of Utah’s policies.

  • Supports the U Alumni Board of Governors – assisting with all aspects of scheduling, planning and executing board meetings, including agendas, setup, and catering. Help plan and execute board social events, gifts etc. Responsible for updating and organizing board records.

  • Responsible for all department accounting processes ensuring compliance with university accounting procedures. Coding and reallocation of all purchasing card transactions, payments of departmental invoices and processing deposits.

  • Assist with on-boarding items for new employees, schedule trainings, equipment, signs, keys, U-Card office, supplies, prepare office, etc.

  • Manages administrative needs of university travel for the department staff: serves as travel arranger and is responsible for reconciling accounts and preparing expenditure statements for trips in Concur

  • Provides general office support: assist with maintaining copy machine and supply area, IT support and inventory, ordering of office supplies and errands

  • Assists with organization of storage items, files, archives, office supplies, and office policies.

  • Manages usage of department golf cart.

  • Schedules and plans staff meetings, oversees staff conference room calendar, and assists with staff related documents like rosters & birthdays.

  • Manages staffing and scheduling of Front Desk/Reception area. Serves as backup receptionist – answer phones, receive packages, distribute mail, create event signage

  • Manages and oversees constituent engagement tracking for the department.

  • Collaborates with Director of Administration on the implementation and operation of Alumni Relations policies and practices in compliance with university, state, and federal policies, specifically related to HR, finance and purchasing, and operations.

  • Interpret policies and recommend internal controls

  • Reviews changes in university policy, federal regulations and contractual requirements and coordinates implementation procedures.

  • May develop departmental procedures as needed.

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 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

Requires a Bachelor’s degree in a related area of assignment or equivalency (one year of education can be substituted for two years of related work experience) and 4 years of progressively more responsible management experience. Background knowledge of assigned department’s area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department. Completion of provided supervisory training within one year of employment may be required.

Master’s degree in a related area may be preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description..

Preferences

Previous experience supporting executive-level administrators preferred. Previous knowledge of university processes and guidelines preferred, but not required. Knowledge of PeopleSoft and excel preferred.

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.

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