Details

Open Date 07/16/2024

Requisition Number PRN15010N

Job Title Program Assistant

Working Title Program Assistant

Job Grade C

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Type Non Benefited Staff / Student

Temporary? No

Standard Hours per Week 19

Full Time or Part Time? Part Time

Shift Day

Work Schedule Summary

We will collaborate to develop a schedule that works for both you and the team. However, maintaining a consistent schedule will be essential.

This role is considered essential, requiring the employee to work on campus.

Is this a work study job? No

VP Area Academic Affairs

Department 00033 - Executive Education

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 14.00 to 21.25/hour

Close Date 09/01/2024

Job Summary

The Graduate Programs and Executive Education Department is in search of a dedicated and organized Program Assistant to support daily operations and administrative tasks. This role involves assisting the David Eccles School of Business graduate programs and Executive Education, providing essential support to ensure smooth office functioning. We are seeking an efficient and self-starting individual with experience in administrative tasks and customer service.

This role is considered essential, requiring the employee to work on campus.

Responsibilities

Administrative Support:

• Provide administrative assistance to the Associate Dean and other staff members.

• Prepare and distribute communications, such as emails and letters.

Office Operations:

• Handle office tasks, including processing mail, ordering supplies, and maintaining office organization.

• Greet visitors, answer phone calls, and direct inquiries to the appropriate personnel.

• Assist with filing, data entry, and document management.

Program Coordination:

• Support the planning and execution of program events and class days.

• Assist with participant registration, attendance tracking, and feedback collection.

Financial and Records Management:

• Assist with budget tracking, expense reporting, and financial record keeping.

• Maintain accurate records and documentation for programs and activities.

Student and Faculty Support:

• Assist students and faculty with program-related inquiries and needs.

• Help prepare and distribute program materials, such as syllabi and course packets.

• Coordinate arrangements for faculty and guest speakers.

Systems and Reporting:

• Generate and compile reports on program metrics and outcomes.

• Maintain databases and update records with accurate and timely information.

• Assist with the preparation of presentations and other program materials.

Other Duties:

• Perform other administrative tasks and special projects as assigned.

• Collaborate with team members to improve processes and enhance program effectiveness.

*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, lifting – up to 25 pounds.

Minimum Qualifications

Associate’s degree in a related field or equivalency (one year of education can be substituted for two years of related work experience) required. Two years of related experience, ability to use logic and reasoning to prioritize tasks, expertise using MS Office software, and demonstrated human relation and effective communication skills also required. Database experience preferred. Bachelor’s degree in a related field may be preferred.

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

Preferences

• Proven experience in an administrative support role, preferably in an academic or program setting.

• Strong organizational and time-management skills with the ability to prioritize tasks.

• Excellent communication and interpersonal skills.

• Proficiency in MS Office (Word, Excel, Outlook).

• Ability to work independently and as part of a team in a fast-paced environment.

• Attention to detail and a proactive approach to problem-solving.

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.