Administrative Assistant

University of Utah, United States

Updated: 1 day ago
Location: Salt Lake City, UTAH
Job Type: FullTime

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Administrative Assistant
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Please see Special Instructions for more details.
*****To be considered for this position, please apply and then email one letter of recommendation to [email protected].********
Announcement
Details


Open Date 05/10/2024
Requisition Number PRN38500B
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
VP Area U of U Health - Academics
Department 00281 - Pharmacotherapy
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 18.41 - 26.73 (hourly)
Close Date
Open Until Filled Yes
Job Summary
This full-time position provides complex administrative support and assistance with the overall administration and development of department programs professionally and courteously. This position must make time management decisions that ensure all duties are completed in a timely manner. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description. Incumbents in this position are expected to work well under pressure and changing priorities, be familiar with both department and University policies, procedures, and organizations, to fully assist staff and visitors. Incumbents are expected to demonstrate sensitivity to others’ needs while being understanding, helpful and keeping sensitive information confidential.
Disclaimer: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It 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.
Responsibilities
1. Provides complex office support to administrative staff and faculty; assists with program planning and implementation
2. Greets and communicates with other individuals to answer questions, disseminate information, and directs visitors to appropriate person or office
3. Answers telephones, keeps detailed messages, aids, and directs callers to the appropriate person or office
4. Receives, sorts, and distributes incoming and outgoing mail
5. Schedules appointments and arranges for meetings
6. Responds to queries from and coordinates activities with faculty, other departments, the community, and program partners
7. Actively sits on and participates in committees and meetings
8. Assists with word processing, data entry, Internet, and record searches; maintains reports by gathering and assembling data; proficiency with Word, Excel, PowerPoint, and Adobe Acrobat Pro required
9. Reviews and processes documents and requests for information; creates and maintains files; assists in the creation and distribution of program materials, forms, and general correspondence.
10. Reviews and processes applications through University systems and related forms; ensures compliance with university and department policies, procedures, and regulations
11. Organizes and maintains cleanliness of departmental areas; maintains office equipment; arranges for service calls as needed
12. Order, restock, and distribute department supplies; may be required to lift up to 25lbs occasionally
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.
*****To be considered for this position, please apply and then email one letter of recommendation to [email protected].********
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
• Highly detailed-oriented
• Organized
• Effective communication skills
• Desire to work in a collaborative environment
• Commitment to provide excellent customer service
• Multi-tasks and problem-solves quickly and efficiently
Type Benefited Staff
Special Instructions Summary
*****To be considered for this position, please apply and then email one letter of recommendation to [email protected].********
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.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  • * Do you have a related Associate's degree or equivalency? (2 years related work experience may be substituted for 1 year of education)
    • Yes
    • No
  • * Do you have three or more years of clerical/administrative experience?
    • Yes
    • No
  • * Indicate your level of expertise in MS Office (Word, Excel, PowerPoint, Outlook, etc.)
    • Basic
    • Intermediate
    • Advanced
  • Do you have previous work experience in a college/university environment?
    • Yes
    • No
  • How many years of supervisory experience do you have?
    • No experience
    • Less than 1 year
    • 1 year or more, but less than 2 years
    • 2 year or more, but less than 4 years
    • 4 years or more
  • Indicate your level of knowledge/expertise using MS Word:
    • No knowledge/expertise using MS Word.
    • Basic knowledge/expertise to create; open, save, print, and reopen documents; change fonts; align paragraphs; insert graphics.
    • Intermediate knowledge/expertise to create and format tables, use styles, and work with columns.
    • Advanced:knowledge/expertise to create macros, mail merge, and create reference resources such as a table of contents.
    • Microsoft Office Specialist (MOS) or equivalent certification in MS Word.
  • What is your level of proficiency with Microsoft Excel?
    • None
    • Can enter data
    • Can enter data and create new spreadsheets
    • Can enter data, create new spreadsheets, and create formulas using basic mathematical functions.
  • Please indicate your skill level in the use of Microsoft Powerpoint:
    • Basic
    • Intermediate
    • Advanced
  • Please indicate your skill level in the use of Microsoft Outlook:
    • Basic
    • Intermediate
    • Advanced
  • How proficient are you in Adobe Acrobat Pro?
    • Not at all
    • Minimal
    • Moderately
    • Advanced

    • Applicant Documents
    Required Documents
  • Resume
    • Optional Documents
  • Cover Letter
  • Addendum to the University of Utah - Veteran Only - Call 801.581.2169 after submission
  • Appropriate discharge document (such as a DD-214 – Member Copy 4) – Veteran Only – Call 801.581.2169

    • University Human Resource Management
    250 East 200 South, Suite 125 Salt Lake City, UT 84111
    Contact us: (801) 581-2169 By Email: [email protected]

     


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