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Details
Open Date 04/02/2024
Requisition Number PRN38114B
Job Title Executive Assistant
Working Title Executive Assistant
Job Grade E
FLSA Code Administrative
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
VP Area Academic Affairs
Department 00158 - Coll of Architect & Plan-Dean
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 60000 to 68349
Close Date
Open Until Filled No
Job Summary
The mission of the College of Architecture + Planning is to nurture a culture of discovery, design, and innovation in our designed world rooted in an ethic of care, and community, CA+P is guided by four principles known by many as the “4R’s” (Responsibility, Resilience, Respect, and Response.) These four commitments are game-changers that suggest that care is the ethical imperative of our professions; demanding new modes of thinking and doing to transform the world into a better place.
The Executive Assistant will provide direct administrative support to the Dean of the College of Architecture and Planning.
Responsibilities
Reports directly to and provides administrative assistance for the Dean of the College of Architecture and Planning.
Organizes meetings and gatherings for the Dean and the College.
Resolves various complex administrative problems for faculty, staff, students, and the public.
Assists with the development and implementation of college policies.
Researches, analyzes, and prepares administrative reports and documents.
Takes meeting notes and organizes and synthesizes information, including preparation of minutes.
Establishes and maintains confidential files.
Prepares correspondence, including composing routine letters and memos.
Schedules appointments and maintains the Dean’s and the College’s calendar.
Represents and/or supports executives at important University meetings as needed.
Provides project management support for the dean.
Supervises student workers and staff as assigned.
May coordinate activities of staff including planning and organizing the department workflow, preparation for and coordinating college meetings and events, and other duties to assist the dean.
Assists with submitting travel and expense reimbursements.
Provide additional general office support as needed such as greeting and directing visitors, handling incoming calls, and processing mail.
Other duties as assigned
PROBLEM SOLVING
Incumbents use 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 executive’s view on policies and other issues. This position initiates and has input in the hiring and employment decisions related to subordinate staff.
Incumbents in this position may be required to represent the executive at meetings 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 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
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
Master’s degree or five Years of experience with successively higher responsibilities
Experience working in a university (higher education) environment
Strong multitasking skills
Type Benefited Staff
Special Instructions Summary
Please attach Resume and References.
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.