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, including data entry within the faculty database.
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: PRN43132B
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 may have 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 19.00
Close Date: 10/18/2025
Open Until Filled:
To apply, visit https://utah.peopleadmin.com/postings/189033
jeid-50a0e45e387948449d0942ddf867181e
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