Administrative Assistant IV

Administrative Assistants, IV Pay Rate Range: $23.15 to $29.13/hour Location: Campus City: Salt Lake City, UT Work Schedule Summary This position requires in-office attendance Monday through Friday. Hours may vary between 7am and 6pm–depending on the day’s events. Normal operating hours are Monday – Friday, 8am – 5pm. Job Summary The Administrative Assistant IV will provide administrative support to the Dean of the Spencer Fox Eccle School of Medicine and work with other administrative stuff to perform a variety of support duties to ensure office operations fun smoothly and efficiently within the Dean’s Office at the Spence Fox Eccle School of Medicine. The Administrative Assistant will provide calendar support, schedule complex meetings, make travel arrangements, and provide general administrative support as needed for the Dean and the Dean’s Office team. In addition, this person will support the Dean’s Office by managing the front desk and related activities, manage large, complex meetings and support related activities like technology set up, catering, and generally help manage the office by monitoring and ordering supplies, and scheduling maintenance repairs. This role is required to manage a wide range of tasks and projects with professionalism, discretion, and attention to detail. Responsibilities Professionally manage daily phone calls and serve as the first point of contact for the Dean’s Office Suite, maintain a high level of etiquette and discretion. Support office leadership by keeping operations organized and team dynamics efficient, and by implementing and maintaining morning and closing procedures. Uphold strict confidentiality and professionalism for all Dean’s Office matters. Learn and utilize financial systems to submit P-Card reimbursements and employee ePRs in compliance with Dean’s Office Finance policies. In partnership with other Dean’s Office staff, manage weekly to semi-weekly orders for office supplies, including food and beverages. Provide administrative assistant to Dean’s Office leadership team, including scheduling appointments, coordinating meetings and conferences, and resolving staff/faculty inquiries by directing them appropriately. Organize and execute events for the Dean’s team in accordance with University policy. Resolve common tech issues with intermediate proficiency in computer and laptop troubleshooting. Coordinate bookings for conference rooms and other Dean’s Office spaces. Address administrative issues and direct staff, faculty or students to appropriate resources. Administrative Assistants, IV Perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of group / department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers. Highest-level support. Performs advanced tasks under minimal supervision. May mentor less-experienced team members. Requires 5+ years of related experience. This is a Highly Skilled Level position in the Support track. Job Code: S22734 Grade: S18 Minimum Qualifications EQUIVALENCY STATEMENT : 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor’s degree = 4 years of directly related work experience). Administrative Assistants, IV: Requires 5+ years of related experience. Preferences Professionalism, discretion and attention to detail Strong interpersonal skills and proficiency in both written and verbal communication Familiarity with basic conference room technology and electronics is preferred Type Benefited Staff 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 View phone number on click.appcast.io 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 View phone number on click.appcast.io or View phone number on click.appcast.io or University Human Resource Management at View phone number on click.appcast.io 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 possess a strong commitment to improving access to higher education. 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. Consistent with state and federal law, the University of Utah 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 Title IX ( OEO ). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utah Non‑Discrimination page . Online reports may be submitted at 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. As per University of Utah policy 5-108: Transfer of Benefits Eligible Staff Members , a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period. #J-18808-Ljbffr