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Administrative Assistant
Category: Other
  • Your pay will be discussed at your interview

Job code: lhw-e0-89769650

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University of Utah

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  Job posted:   Thu May 17, 2018
  Distance to work:   ? miles
  1 Views, 0 Applications  
Administrative Assistant

**Open Date** 05/15/2018

**Requisition Number** PRN17208B

**Job Title** Administrative Assistant

**Working Title** Administrative Assistant

**Job Grade** D

**FLSA Code** Nonexempt

**Patient Sensitive Job Code?** No

**Standard Hours per Week** 40

**Full Time or Part Time?** Full Time

**Shift** Day

**Work Schedule Summary**

M-F 8am-5pm, occasional evening or weekends.

**VP Area** Academic Affairs

**Department** 00296 - Registrar's Office

**Location** Campus

**City** Salt Lake City, UT

**Type of Recruitment** External Posting

**Pay Rate Range** $18-20/hr

**Close Date**

**Open Until Filled** Yes

**Job Summary**

Provides complex administrative support for department management.


oProvides administrative support to upper level department management by scheduling appointments, coordinating meetings and conferences, and maintaining and ordering office supplies.

oAssists with the development and maintenance of department budgets.

oMaintains budget records, such as reconciling accounts and preparing expenditure statements.

oManages purchasing process, office equipment inventories, and maintains financial files for the department.

oProcesses travel requests, make travel arrangements, and files for reimbursements.

oProcesses and maintains payroll information for department.

oCompletes new hire paperwork (such as background checks, ePaf, e-I-9, etc.), coordinates employee onboarding process, and maintains employee records.

oCoordinates the collection and preparation of operating reports.

oAssists with the implementation of department and University policies and procedures.

oPrepares and sends correspondence, including composing routine letters and memos for received subpoenas and student record petitions.

oProvides additional general office support such as greeting and directing visitors, handling incoming calls, processing mail, and opening/closing the office.

oCollects, organizes and analyzes data for specialized reports.

oOther duties, as assigned.

**Minimum Qualifications**

Associate degree in business or equivalency (2 years related work experience may be substituted for 1 year of education) 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.


Familiarity with the University of Utah, and/or Higher Education.

Proficiency with Office Technology, PeopleSoft, and the Microsoft Office Suite, including Outlook, Access, Excel, Word, PowerPoint.

Excellent communication skills and the ability to handle sensitive information confidentially.

The ability to be organized, autonomously manage workflow, pay attention to details, and work both independently and with others.

Problem Solving: This position is responsible for solving problems such as payroll or accounts payable issues, solving staff, faculty and student problems or directing them to someone who can and supervisory and personnel issues. Plans and expedites the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.

**Type** Benefited Staff

**Special Instructions Summary**

**Additional Information**

_The University of Utah is an Affirmative Action/Equal Opportunity employer and is committed to diversity in its workforce. In compliance with applicable federal and state laws, University of Utah policy of equal employment opportunity prohibits discrimination on the basis of race or ethnicity, religion, color, national origin, sex, age, sexual orientation, gender identity/expression, veteran's status, status as a qualified person with a disability, or genetic information. Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities, and protected veterans are strongly encouraged to apply. Veterans' preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law._

_To inquire about this posting, email: or call 801-581-2300. Reasonable accommodations in the application process will be provided to qualified individuals with disabilities. To request an accommodation or for further information about University AA/EO policies, please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/_ _TDD_ _), email: ._

_The University is a participating employer with Utah Retirement Systems ("URS"). To be eligible for retirement contributions, you must be hired into a benefit-eligible position. Certain new hires are automatically assigned to the_ _URS_ _retirement plan and other employees with prior_ _URS_ _service, may elect to enroll in the_ _URS_ _within 30 days of hire. Regardless of whether they are hired into a benefit-eligible position or not, individuals who previously retired and are receiving monthly retirement benefits from_ _URS_ _must notify the Benefits Department upon hire. Please contact Utah Retirement Systems at (801)366-7770 or (800)695-4877 or the University's Benefits Department at (801)581-7447 for information._

_This position may require the successful completion of a criminal background check and/or drug screen._

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