Administrative Assistant Job at University of Utah in Salt Lake City

Overview

The Administrative Assistant (AA) will be part of the Office of Faculty for University of Utah Health. The office supports an Associate Vice President, an Assistant Vice President, a Vice Dean, three Assistant Deans and a Director. The AA will provide administrative and program support to office leadership and programs.

This position is a pivotal point person for the office, maintaining professional office appearance, organizing and being office representative at meetings, answering phone inquiries, supporting coordinators, and office programs. The incumbent may be required to prioritize tasks received from the AVP’s, deans, director, and staff and determine the order of importance. The incumbent must use discretion and judgement when scheduling appointments and in screening calls. This position requires excellent organizational, time management and communication skills as well as good judgment about providing a professional environment and managing tight deadlines.

Responsibilities

• Works closely with office leaders and coordinators to efficiently meet all their needs and anticipate future support.
• Maintain and coordinate meetings, calendars, and phone calls. This may include development of meeting agendas, minutes, and task lists.
• Takes minutes in meetings and helps to produce formal minutes for records.
• Assists with assuring meeting action items have follow up.
• Assists in preparing PowerPoint presentations, handouts, and related education materials for office leadership and programs.
• Implements and ensures quality of programs and support by communicating with the coordinators, including support for snack and meals, IT and equipment, course materials and any issues related to registration/attendance at program functions.
• Plans and expedites the flow of work while ensuring the smooth operation of the office under pressure of frequent interruptions and changes in priorities.
• Solves office problems by knowing and using appropriate resources; explains and executes decisions related to running programs effectively and conscientiously.
• Maintains accurate and detailed event records, including data entry within the faculty database; works with coordinators and manager on evaluation of events and identifying improvements for future events.
• Provides administrative support to office faculty by scheduling meetings, arranging travel, etc.; must be proficient with Outlook calendar system; makes complex travel arrangements and completes travel reimbursements for departmental staff and visitors.
• Organizes and publicizes internal and external programs/presentations; maintains and updates office network drive information and organization.
• Prepares correspondence, including composing program announcements, award acceptance, routine letters, and memos; coordinates collection, preparation, and dissemination of program materials as assigned.
• Responsible for purchasing and financial transactions of the office in conjunction with the Senior Vice President of Health Science’s Finance unit.
• Provides back up for front desk and general office support such as greeting and directing visitors, handling incoming calls, and processing mail.

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

Desirable candidate will have demonstrated strong organizational capacity, ability to balance priorities, and ensure follow through with a diverse set of responsibilities. Candidate should have a working knowledge of Outlook, Zoom, Teams, Excel, PowerPoint, and other common office software programs.

Work Conditions

Nearly continuously: office environment. Physical requirements include sitting, hearing, listening, talking; sometimes repetitive hand motion (typing) and walking. The role typically operates in an office environment with standard hours.

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. The position may require successful completion of a criminal background check and/or drug screen. All qualified individuals are encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with policy and law. The University is an Affirmative Action/Equal Opportunity employer. For nondiscrimination information and accommodations, see the University’s nondiscrimination policy pages.

Application Instructions

Please provide a resume and a list of references with your application documents.