Administrative Assistant
University of Utah
Salt Lake City, UT
Full-time
Administration / Clerical
Posted on May 16, 2024
Announcement
Details
Open Date
05/15/2024
Requisition Number
PRN38537B
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
Monday-Friday, 8:00 AM-5:00 PM
VP Area
Academic Affairs
Department
00318 - University Union (Day Staff)
Location
Campus
City
Salt Lake City, UT
Type of Recruitment
External Posting
Pay Rate Range
20.00 to 23.00
Close Date
05/22/2024
Open Until Filled
No
Job Summary
The A. Ray Olpin University Union serves as the community center for the University
of Utah. We cultivate an environment that values diversity and promotes a safe and
welcoming atmosphere. As the community center, we are the home for everyone. We
are the facility that provides programs and services, as well as offering numerous
ways for students to get involved in campus life. The Union Administration Office is
many things to many people. While a variety of services are offered in our office, we
also serve as empathetic ears for students, encourage their involvement, and have
fun! The individual in this role provides administrative support to upper level
management while also working daily to cultivate community. Our office is a funloving,
active, loud, and high-energy space; therefore, interested candidates should
want to work in this type of environment. We are looking for a special individual to
join our team. This position will be open until it is filled.
About Student Affairs
The A. Ray Olpin University Union is part of Student Affairs. Student Affairs is
comprised of over 20 departments and is focused on supporting student well-being
and success with the ultimate goal of assisting students in discovering their passion,
people, and purpose. To that end, we aim to foster an environment that encourages
employees to embrace innovative service delivery methods to best meet the needs
of our students. As a result, students have the opportunity to participate in the
creation of campus culture, collaboratively working alongside professional staff,
student leaders, and academic partners.
An excellent benefits package is included (see here for a full description of the
benefits package):
14.2% employer retirement contribution in addition to employee contributions
(automatic and immediately vested)
Paid parental leave (in addition to FMLA)
11 paid holidays per year plus vacation accruals each month
Excellent health insurance options that are both affordable and allow access
to care through the University of Utah health system
Tuition reduction for employees and family members
Options for short-term and long-term disability insurance, life insurance, and
HSA/ FSA savings plans are available
Free public transportation pass (see here for more information)
Responsibilities
1. Assists department with business planning and goal setting.
2. Assists with the development of department budgets.
3. Schedules, plans and coordinates work actions of support staff.
4. Maintains budget records, such as reconciling accounts and preparing expenditure
statements.
5. Collects, organizes and analyzes data for specialized reports.
6. Coordinates the collection and preparation of operating reports.
7. Assists with the implementation of department and University policies and
procedures.
8. Provides administrative support to upper level department management by
scheduling appointments, coordinating meetings and conferences and maintaining
and ordering office supplies.
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.
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 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
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.
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 (*).
Required Documents
Details
Open Date
05/15/2024
Requisition Number
PRN38537B
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
Monday-Friday, 8:00 AM-5:00 PM
VP Area
Academic Affairs
Department
00318 - University Union (Day Staff)
Location
Campus
City
Salt Lake City, UT
Type of Recruitment
External Posting
Pay Rate Range
20.00 to 23.00
Close Date
05/22/2024
Open Until Filled
No
Job Summary
The A. Ray Olpin University Union serves as the community center for the University
of Utah. We cultivate an environment that values diversity and promotes a safe and
welcoming atmosphere. As the community center, we are the home for everyone. We
are the facility that provides programs and services, as well as offering numerous
ways for students to get involved in campus life. The Union Administration Office is
many things to many people. While a variety of services are offered in our office, we
also serve as empathetic ears for students, encourage their involvement, and have
fun! The individual in this role provides administrative support to upper level
management while also working daily to cultivate community. Our office is a funloving,
active, loud, and high-energy space; therefore, interested candidates should
want to work in this type of environment. We are looking for a special individual to
join our team. This position will be open until it is filled.
About Student Affairs
The A. Ray Olpin University Union is part of Student Affairs. Student Affairs is
comprised of over 20 departments and is focused on supporting student well-being
and success with the ultimate goal of assisting students in discovering their passion,
people, and purpose. To that end, we aim to foster an environment that encourages
employees to embrace innovative service delivery methods to best meet the needs
of our students. As a result, students have the opportunity to participate in the
creation of campus culture, collaboratively working alongside professional staff,
student leaders, and academic partners.
An excellent benefits package is included (see here for a full description of the
benefits package):
14.2% employer retirement contribution in addition to employee contributions
(automatic and immediately vested)
Paid parental leave (in addition to FMLA)
11 paid holidays per year plus vacation accruals each month
Excellent health insurance options that are both affordable and allow access
to care through the University of Utah health system
Tuition reduction for employees and family members
Options for short-term and long-term disability insurance, life insurance, and
HSA/ FSA savings plans are available
Free public transportation pass (see here for more information)
Responsibilities
1. Assists department with business planning and goal setting.
2. Assists with the development of department budgets.
3. Schedules, plans and coordinates work actions of support staff.
4. Maintains budget records, such as reconciling accounts and preparing expenditure
statements.
5. Collects, organizes and analyzes data for specialized reports.
6. Coordinates the collection and preparation of operating reports.
7. Assists with the implementation of department and University policies and
procedures.
8. Provides administrative support to upper level department management by
scheduling appointments, coordinating meetings and conferences and maintaining
and ordering office supplies.
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.
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 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
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.
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
Required Documents
- Resume
- 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
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