Administrative Assistant Job at University of Utah in Salt Lake City

M-F; 8:00-5:00 PM with flexible start/end times

VP Area: U of U Health - Academics

Department: 00233 - Oncology

Location: Campus, Salt Lake City, UT

Type of Recruitment: External Posting

Pay Rate Range: 15.19 to 28.08

Close Date: Open Until Filled

Job Summary: The Administrative Assistant provides complex administrative support for the Division of Oncology faculty and leadership. This position will have a hand in faculty recruitment as the designated “faculty recruitment coordinator” and will also assume the role of Division “events coordinator” by helping to organize events for the Division. They will work in a collaborative group of staff to help meet the needs of the Division.

Responsibilities:

1. Assists the Division administrator with business planning and goal setting through ongoing feedback.
2. Assists with the development of department budgets by providing specific budget information for those faculty that this position supports.
3. Schedules, plans and coordinates actions with fellow administrative staff and Huntsman Cancer Institute (HCI) colleagues to ensure the needs of the faculty and Division have been met.
4. Maintains budget records for individual faculty discretionary spending, such as reconciling accounts and preparing expenditure statements.
5. Prepares ad hoc financial reports as requested by faculty and Division leadership.
6. Assists with the implementation of Division and University policies and procedures.
7. Provides administrative support to faculty and Division leadership by scheduling appointments and coordinating meetings and conferences.
8. Makes travel arrangements and prepares reimbursements for assigned faculty.
9. Leads effort for Oncology faculty recruitment by organizing candidate site visits, interviews, and presentations.
10. Coordinates with the Division administrator to plan Division-wide events, faculty retreats, and other wellness activities.
11. Attends regular staff meetings and other meetings as requested.
12. Updates CVs and website listings as requested by faculty.
13. Works a “hybrid” schedule by committing to be in the office a minimum of 2-3 days a week and working remotely the remainder of the time.

Work Conditions: Nearly continuously: office environment

Physical Requirements: Nearly continuously: Sitting, hearing, listening, talking. Often: Repetitive hand motion (such as typing), walking.

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.

Additional Information: 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.