Executive Assistant Job at University of Utah in Salt Lake City

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Please see Special Instructions for more details.

Incumbent uses 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.

Announcement

Details

Open Date 11/05/2024 Requisition Number PRN40263B Job Title Executive Assistant Working Title Executive Assistant to the College of Law Dean 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

The Dean's Office adopted a hybrid office model, and this position may have flexibility to work from home on certain days. Please note that accompanying the Dean to offsite events and meetings is required and this will involve working after regular business hours and occasional travel.

VP Area Academic Affairs Department 00096 - College of Law - Dean Location Campus City Salt Lake City, UT Type of Recruitment External Posting Pay Rate Range 39,300 - 60,000 Commensurate with experience Close Date 12/31/2024 Job Summary

The SJ Quinney College of Law is a top 30 Law School. Our comparatively small class size and above average faculty to student ratio creates an excellent learning environment for our students. The position of Executive Assistant (EA) to the College of Law (CoL) Dean is a vital role in our staff complement, working in tandem with the Executive Assistant to the Associate Deans and the Executive Assistant to the Chief of Staff and will actively participate as part of the CoL staff Administrative Resource Team. A successful candidate will have a strong administrative background, proven ability to proactively manage multiple priorities and deadlines, clarity of vision in overseeing and maintaining a nuanced calendar and travel schedule for the Dean, excellent communication skills and a background interacting with a wide variety of stakeholders.

This position requires flexibility, confidentiality, and respectful interactions with all parties with a strong emphasis on collaboration and knowledge sharing. The Executive assistant to the Dean reports with a dotted line to the Dean of the College of Law and the Chief of Staff, and will work directly with students, staff, and faculty. Frequent collaboration with local and national business partners, academic stakeholders, both internal and external to the University of Utah, and local and national legal communities, including CoL alum, donors, and friends. The Dean's Office has adopted a hybrid office model, and this position may have flexibility to work from home on certain days. Please note that accompanying the Dean to offsite events and meetings is required and this will involve working after regular business hours and occasional travel.

Responsibilities

* Organize and schedule the Dean's calendar and travel.

* Assist other administrators that travel with the Dean when needed.

* Draft and disseminate various forms of communication using Word, Outlook, Excel, and PowerPoint as well as conducting research using the internet and various social media platforms.

* Assist with scheduling, planning, and coordinating professional events and programs, independently or in conjunction with appropriate stakeholders, such as large conferences, workshops, speaker events, and committee meetings.

* Perform and/or coordinate various front office duties including greeting visitors, answering phones, ordering supplies, maintaining physical and electronic files, serving as gatekeeper for the Dean.

* Provide professional communications on behalf of the Dean to various internal and external stakeholders.

* Resolves a variety of complex administrative problems for faculty, staff, students

* As the Dean's representative, assists with faculty meetings, faculty hiring, and faculty votes.

* Researches, analyzes and prepares administrative oversite for faculty and staff meetings as needed.

* Represents the Dean at meetings as required.

* Other tasks and responsibilities as assigned.

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 (or equivalency) in Business, Finance, Health Care Administration or a related field. 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.

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.)

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Familiar and confident working with senior and director level management is typical of an executive level work environment. A successful candidate relies on experience and judgment to plan and accomplish goals. Performs a variety of complex tasks with little or no supervision or direction. Responsive to challenging situations quickly and professionally. Collaborates professionally with other staff members to resolve issues and maintain or improve processes.

Type Benefited Staff Special Instructions Summary

Incumbent uses 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.

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.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

* * Do you have a bachelor's degree or equivalency (1 year of higher education can be substituted for 1 year of directly related work experience)?

* Yes

* No

* * Indicate the number of years of office management and/or supervisory experience that you have:

* 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, but less than 6 years

* 6 years or more

* * Indicate your level of knowledge/expertise in finance/budgeting:

* None

* Minimal

* Moderate

* Extensive

* * Do you have previous work experience in a college/university environment?

* Yes

* No

Applicant Documents

Required Documents

* Resume

* List of References

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 - Member Copy 4) - Veteran Only - Call 801.581.2169