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Executive Assistant

Employer
University of Utah
Location
Utah, United States
Salary
Salary Not specified
Date posted
Jan 23, 2024

View more

Position Type
Faculty Positions, Business & Management, Accounting & Finance
Employment Level
Executive
Employment Type
Full Time


Executive Assistant

Job Summary

The Nora Eccles Harrison Cardiovascular Research and Training Institute (CVRTI) is seeking a motivated and professional Executive Assistant to provide complex administrative support for the CVRTI Director, Associate Director, and Faculty. The CVRTI is the largest freestanding cardiovascular institute in the country and we are looking for an exceptional individual to support our rapidly growing programs and research enterprise. For more information or questions, please reach out to Tara.Hitzeman@hsc.utah.edu.

Responsibilities
Essential Responsibilities:1. Provide high level, confidential professional administrative support for the CVRTI Director, and Associate Director.

2. Schedule and coordinate CVRTI seminar series meetings, including, but not limited to: organizing travel, setting up meetings, scheduling, catering, advertising.

3. Schedule and coordinate for meetings for Faculty and staff, including: creating agendas, sending meeting reminders, taking meeting minutes, and distributing minutes.

4. Coordinate, manage, prioritize, and maintain the calendar schedule the Director. This includes the setting up and generation of meetings for committees and programs.

5. Organize travel and expense reimbursements for the Director.

6. Plan, organize, and successfully execute high-level events and functions on behalf of the Institute.

7. Assist with faculty recruitment by managing candidate applications and coordinating recruitment interviews and in person visits.

8. Organize and coordinate visits to the University and CVRTI by Visiting Professors & Scholars.

9. Draft and review letters, emails and reports for the Director’s Office. Maintain a high level of accuracy and consistency through quality assurance checking of correspondence.

10. Maintain effective time management practices by prioritizing workflow to ensure deadlines are met.

11. Support and drive projects to meet strategic and operational objectives to advance the missions of the Institute.

12. Use effective communication and interpersonal skills to build and maintain effective working relationships with leadership, faculty, staff, and other stakeholders. Address sensitive and confidential issues in a professional manner.

13. Assist with the development and implementation of Institute policies.

14. Maintain Institute systems and programs to comply with University policy.

15. Utilize initiative and high level problem solving skills to resolve a variety of complex administrative problems for faculty, staff, and other stakeholders.

PROBLEM SOLVING
Candidate uses independent judgement in resolving various problems that involve faculty, staff, students and the general public. Must use judgement and discretion when advising others of the executives’ view on policies and other issues.

Candidates in this position may be required to represent the executives and interact with individuals at the highest levels in public and private organizations on a local and national basis.

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 requiredNearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be requiredNearly Continuously: Sitting, hearing, listening, talking.Often: Repetitive hand motion (such as typing), walking.Seldom: Bending, reaching overhead.

Minimum Qualifications
Bachelor’s degree in Business, Finance, Health Care Administration or a related field, or equivalency (one year of education can be substituted for two years of related work experience). Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences
Prior experience in an academic institution

Special Instructions


Requisition Number: PRN37481B
Full Time or Part Time? Full Time
Work Schedule Summary:
Department: 00213 - CVRTI
Location: Campus
Pay Rate Range: 50000 to 72700 DOE
Close Date:
Open Until Filled: Yes

To apply, visit https://utah.peopleadmin.com/postings/160158


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