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Executive Secretary
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Announcement
Details
Open Date | 02/15/2024 |
---|---|
Requisition Number | PRN37716B |
Job Title | Executive Secretary |
Working Title | Executive Secretary |
Job Grade | C |
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 | 00274 - College of Pharmacy |
Location | Campus |
City | Salt Lake City, UT |
Type of Recruitment | External Posting |
Pay Rate Range | 16.00 to 19.25 |
Close Date | |
Open Until Filled | Yes |
Job Summary | The Executive Secretary is the face of the College of Pharmacy. Your desk will be the first stop for visitors, students, and employees to ask questions or get guidance. You will work closely with the Dean, Student Affairs, Experiential Education, Marketing, Finance and Alumni Relations. This position needs a people person; someone who is friendly and welcoming. You should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. This position is mostly self-directed and will entail a variety of tasks and projects. |
Responsibilities | Duties and Responsibilities · Handles the administrative matters regarding day-to-day operations and procedures for the College of Pharmacy. · Receiving visitors by greeting, directing, and advising them appropriately. · Serve as first point of contact for Student Services, Experiential Education, Marketing and other college departments. · Answer, screen and forward incoming phone calls. · Receive and sort daily mail and packages. · Inventory, order supplies, and maintain equipment in office and kitchen area. · Process and track any facility requests including maintenance issues, construction, or ongoing projects. · Update conference, testing, class, and meeting calendars. Maintain a calendar of Dean’s Office staff office/work from home status. · Monitor conference rooms and Student Computer lab including access and supplies. · Organize and facilitate student testing procedures, including equipment loans. · Coordinates details such as purchasing activities, personnel actions, document control, maintenance of departmental and college records. · Serves on various college committees. · Updates and coordinates the Dean’s Office Emergency procedures, including monthly AED/EAP site checks and weekly call check in. · Contact person for loading dock deliveries and operation of dock. · Clerical duties such as photocopying, transcribing, etc. · Assist in event planning, coordination, setup, and day of details. · Assist with other department needs, as time and experience allow. · This is an onsite, 40-hour position. · May be required to perform other duties as assigned. Work Conditions · Office environment · Nearly continuously: sitting, hearing, listening, talking · Often: repetitive hand motion such as typing, walking, bending, reaching overhead · Seldom: lifting over 40lbs, long periods on feet |
Minimum Qualifications | High school diploma or equivalency (one year of education can be substituted for two years of related work experience). Four years full time secretarial experience or equivalency, word processing and spreadsheet software skills and demonstrated human relation and effective communication skills also required. Knowledge of business writing preferred. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description. |
Preferences | |
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. 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. 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 (*).
- Yes
- No
- Yes
- No
- Less than 2 years
- 2 year or more, but less than 4 years
- 4 years or more, but less than 6 years
- 6 years or more, but less than 8 years
- 8 years or more
- Basic
- Intermediate
- Advanced
- Basic
- Intermediate
- Advanced
- None
- Minimal
- Moderate
- Extensive
- Yes
- No
Applicant Documents
Required Documents
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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