Job Description

Provide high-level secretarial and administrative support for the Department of Physical Medicine and Rehabilitation leadership.


Responsibilities

Job Functions
1. Maintain and organize meetings, calendars and phone calls. Development of meeting agendas, minutes, task lists and food arrangements, as needed. This includes assisting with coordination of the bi-monthly faculty meeting.
2. Develop weekly one on one meeting with Directors in order to efficiently meet all of their needs.
3. Assist with department recruitment, monitor applications, update tracking spreadsheets, scheduling faculty interviews, sending evaluations, etc.
4. Assist with on-boarding items for new employees, schedule trainings, equipment, signs, keys, U-Card office, supplies, prepare office, etc.
5. Assist with Faculty Appointment, Review, & Advancement process.
6. Maintain outside providers CVs and certifications for state licenses, DEA, credentialing reappointments, etc.
7. Make travel and hotel arrangements, register for conferences, and assist in the travel reimbursement process (appropriate software training provided).
8. Provide back up admin support in-person to department Chair and Directors when assistant is out of the office.
9. Provide staff support for Department activities (Summer BBQ, Holiday events, Hospital/Department activities, annual symposium).
10. Assist with work study students hiring and placement.
11. Greet visitors and maintain front office amenities.
12. Assist with Archer contracts system.
13. General office support: assist with maintaining copy machine and supply area, conference rooms calendar/IT support, faxing, emailing, filing, answering phones, refill office supplies/snacks with store supplies, P-Card, department data base, amazon, U-Shop, etc.
14. Assist with other projects as assigned by Admin Directors.


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 environment
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
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



Type
Benefited Staff


Special Instructions Summary



Additional Information

The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.


Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are encouraged to apply. Veterans\xe2\x80\x99 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\xe2\x80\x99s 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:


Director/ Title IX Coordinator

Office of Equal Opportunity and Affirmative Action ( OEO /AA)

383 University Street, Level 1 OEO Suite

Salt Lake City, UT 84112

801-581-8365

oeo@utah.edu

Online reports may be submitted at oeo.utah.edu

For more information: https://www.utah.edu/nondiscrimination/

To inquire about this posting, email: employment@utah.edu or call 801-581-2300.



The University is a participating employer with Utah Retirement Systems (\xe2\x80\x9cURS\xe2\x80\x9d). 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\xe2\x80\x99 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.


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.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• * Do you have a related Associate\'s degree or equivalency? (2 years related work experience may be substituted for 1 year of education)
  • Yes
  • No

• * Do you have three or more years of clerical/administrative experience?
  • Yes
  • No

• Indicate your level of expertise in MS Office (Word, Excel, PowerPoint, Outlook, etc.)
  • Basic
  • Intermediate
  • Advanced

• Do you have previous work experience in a college/university environment?
  • Yes
  • No

• How many years of supervisory experience do you have?
  • No experience
  • Less than 1 year
  • 1 year or more, but less than 2 years
  • 2 year or more, but less than 4 years
  • 4 years or more

Applicant Documents

Required Documents

• Resume

Optional Documents

• Cover Letter

• Addendum to the University of Utah - Veteran Only - Call 801.581.2169 after submission

• Appropriate discharge document (such as a DD-214 \xe2\x80\x93 Member Copy 4) \xe2\x80\x93 Veteran Only \xe2\x80\x93 Call 801.581.2169

Open Date
04/12/2023


Requisition Number
PRN34551B


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
Monday \xe2\x80\x93 Friday, with limited working from home


VP Area
U of U Health - Academics


Department
00251 - Physical Med & Rehab - Oper


Location
Campus


City
Salt Lake City, UT


Type of Recruitment
External Posting


Pay Rate Range
20 to 25, commensurate with experience


Close Date



Open Until Filled
Yes