Administrative Assistant

Administrative Assistant

Job Summary

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 will include planning and implementing activities for the office and coordinators of the programs, setting up meetings and maintaining calendars for the program faculty/administrators, coordinating travel, coordinating weekly/monthly seminar sessions, establishing, and maintaining tracking databases, assisting with gathering and updating website content, and purchasing food and supplies as needed.
This position is responsible for solving office problems by knowing and using appropriate resources. Plans and expedites their flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.
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.

Provides complex administrative support for department management. Coordinates and oversees the work of support staff.

Responsibilities
Job Functions

• 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. This includes support for snack and meals, IT and equipment, course materials and any issues related to registration/attendance at program functions.
• Accurately represents office programs and the university. Be responsible for making decisions (in partnership with coordinators and manager) related to running programs in an effective and conscientious manner.
• Maintains accurate and detailed event records.
• Works with coordinators and manager on evaluation of events, new programs and other projects as assigned. Evaluate events and identify 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 the collection, preparation, and dissemination of program materials as specifically 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.
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.

Work Conditions
Nearly continuously: office environmentWork 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
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.

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

Requisition Number: PRN40591B
Full Time or Part Time? Full Time
Work Schedule Summary: Monday through Friday, 8am - 5pm While this position is intended to work on campus, it also has the ability to telework remotely for a portion of each week, based on needs. An employee hired into this role who telecommutes will be responsible for providing space, telephone, printing, networking and/or internet capabilities at the telecommute location and sign the University of Utah Telecommuting Agreement.
Department: 02145 - Faculty Academic Affairs
Location: Campus
Pay Rate Range: 15.19 to 19.42
Close Date: 2/28/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/175085


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