Executive Secretary

University of Utah, United States

Updated: over 2 years ago
Location: Salt Lake City, UTAH
Job Type: FullTime
Deadline: The position may have been removed or expired!

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Executive Secretary
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Announcement
Open Date 09/23/2021
Requisition Number PRN27780B
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
Full time, 40 hours/week. Monday through Friday from 8:00am – 5:00pm with some telecommuting flexibility
VP Area Academic Affairs
Department 00121 - Chemistry
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 12.02 to 15.00
Close Date
Open Until Filled Yes
Job Summary
Provides secretarial and administrative office support to multiple faculty members of the Department of Chemistry as well as large department programs.
Responsibilities
1. Provides administrative support to supervisor or department.
2. Prepares correspondence, including composing routine letters and memos.
3. Schedules appointments and maintains supervisors or departments calendar.
4. Makes arrangements for meetings and conferences.
5. Establishes and maintains confidential files.
6. Orders and maintains supplies for department.
7. Provides additional general office support such as greeting and directing visitors, handling incoming calls and processing mail.
• 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
High school diploma or equivalency required. 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
Preferences
Good communication skills and ability to work effectively with diverse personalities. Extensive computer experience is essential. Ability to work under pressure of frequent interruptions and multiple priorities are critical to ensure the smooth operation of the office.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Problem Solving
The incumbent may be required to prioritize tasks received from multiple faculty members and determine the order of importance. The incumbent must use discretion and judgment when scheduling appointments and in screening calls. The incumbent may coordinate work processes with other departments, community, governmental or regulatory agencies and must understand the objectives and policies governing the activities of the department and be able to effectively communicate this information to interested parties.
Type Benefited Staff
Special Instructions Summary
Additional Information
The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.
Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are 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:
Director/ Title IX Coordinator
Office of Equal Opportunity and Affirmative Action (OEO/AA)
135 Park Building
Salt Lake City, UT 84112
801-581-8365
[email protected]
Online reports may be submitted at oeo.utah.edu
For more information: https://www.utah.edu/nondiscrimination/
To inquire about this posting, email: [email protected] or call 801-581-2300.
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.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  • * Do you have a High School Diploma, GED, or equivalency?
    • Yes
    • No
  • * Do you have 4 or more years of clerical/administrative experience or equivalency? (1 year of college is equivalent to 2 years of work experience)
    • Yes
    • No
  • * How many years of clerical/administrative experience do you have?
    • 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
  • * Please indicate your skill level in the use of Microsoft Word:
    • Basic
    • Intermediate
    • Advanced
  • * Please indicate your skill level in the use of Microsoft Excel:
    • Basic
    • Intermediate
    • Advanced
  • Indicate your level of knowledge/expertise in business writing:
    • None
    • Minimal
    • Moderate
    • Extensive
  • Do you have previous work experience in a college/university environment?
    • Yes
    • No

    • 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
  • Letter of Recommendation 1

    • 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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