Executive Secretary
University of Utah
Salt Lake City, UT
Full-time
Administration / Clerical
Posted on April 2, 2024
Announcement
Details
Open Date
12/08/2022
Requisition Number
PRN33189B
Job Title
Executive Secretary
Working Title
Executive Secretary
Job Grade
C
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 – Friday 8:00am – 5:00 pm
VP Area
Academic Affairs
Department
00067 - Material Science and Engineer
Location
Campus
City
Salt Lake City, UT
Type of Recruitment
External Posting
Pay Rate Range
12.02 to 20.00
Close Date
Open Until Filled
Yes
Job Summary
Provides secretarial and administrative office support to laboratory manager and department. Performs a variety of clerical duties in accordance with specific instructions and established work procedures, typically under supervision. Follows written and verbal instructions to accomplish assignments, sometimes of a routine and repetitive nature.
Responsibilities
This is a new position with following anticipated essential functions:
1. Provide administrative support to laboratory director and the department
2. Prepare and send correspondence to TAs and laboratory clients regarding rates, training requirements, and scheduling.
3. Schedule and arrange meetings and training sessions for lab director and technicians
4. Establish and maintain spreadsheets, document templates for operating procedures, requests, etc.
5. Audit and coordinate entry requests and approvals
6. Assist with website content management
7. Order, maintain, and restock supplies for laboratories
8. General office support such as handling mail, answering calls, processing mail and greeting/directing visitors
9. Other duties as assigned
Problem Solving
The employee may be required to prioritize tasks and determine the order of importance. The employee must use discretion and judgement when scheduling appointments and in screening calls. The employee may coordinate work processes with other departments, community, governmental or regulatory agencies and must understand the objectives and policies governing the activities of the department and be able to effectively communicate this information to interested parties.
Comments
-In addition to the essential functions listed for this position, employee in this position may be assigned to complete the duties and demonstrate the competencies listed in the Office Assistant position.
-The department of Materials Science & Engineering provides a diverse, inclusive, and friendly work environment.
Work Environment and Level of Frequency typically required
Nearly Continuously: Office environment.
Occasionally: Laboratory 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.
Occasionally: Bending, reaching overhead.
Reports to: Program Manager and Laboratory Director
Minimum Qualifications
High school diploma or equivalency required. Four years full time secretarial experience or equivalency, word processing and spreadsheet software skills and demonstrated human relation and effective communication skills also required.
Knowledge of business writing 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
Three contacts for recommendations to be requested after first interview.
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 (*).
Required Documents
Details
Open Date
12/08/2022
Requisition Number
PRN33189B
Job Title
Executive Secretary
Working Title
Executive Secretary
Job Grade
C
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 – Friday 8:00am – 5:00 pm
VP Area
Academic Affairs
Department
00067 - Material Science and Engineer
Location
Campus
City
Salt Lake City, UT
Type of Recruitment
External Posting
Pay Rate Range
12.02 to 20.00
Close Date
Open Until Filled
Yes
Job Summary
Provides secretarial and administrative office support to laboratory manager and department. Performs a variety of clerical duties in accordance with specific instructions and established work procedures, typically under supervision. Follows written and verbal instructions to accomplish assignments, sometimes of a routine and repetitive nature.
Responsibilities
This is a new position with following anticipated essential functions:
1. Provide administrative support to laboratory director and the department
2. Prepare and send correspondence to TAs and laboratory clients regarding rates, training requirements, and scheduling.
3. Schedule and arrange meetings and training sessions for lab director and technicians
4. Establish and maintain spreadsheets, document templates for operating procedures, requests, etc.
5. Audit and coordinate entry requests and approvals
6. Assist with website content management
7. Order, maintain, and restock supplies for laboratories
8. General office support such as handling mail, answering calls, processing mail and greeting/directing visitors
9. Other duties as assigned
Problem Solving
The employee may be required to prioritize tasks and determine the order of importance. The employee must use discretion and judgement when scheduling appointments and in screening calls. The employee may coordinate work processes with other departments, community, governmental or regulatory agencies and must understand the objectives and policies governing the activities of the department and be able to effectively communicate this information to interested parties.
Comments
-In addition to the essential functions listed for this position, employee in this position may be assigned to complete the duties and demonstrate the competencies listed in the Office Assistant position.
-The department of Materials Science & Engineering provides a diverse, inclusive, and friendly work environment.
Work Environment and Level of Frequency typically required
Nearly Continuously: Office environment.
Occasionally: Laboratory 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.
Occasionally: Bending, reaching overhead.
Reports to: Program Manager and Laboratory Director
Minimum Qualifications
High school diploma or equivalency required. Four years full time secretarial experience or equivalency, word processing and spreadsheet software skills and demonstrated human relation and effective communication skills also required.
Knowledge of business writing 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
Three contacts for recommendations to be requested after first interview.
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 High School Diploma, GED, or equivalency?
- Yes
- No
- * Do you have 4 or more years of clerical/administrative experience or equivalency? (1 year of college is equivalent to 2 years of work experience)
- Yes
- No
- * How many years of clerical/administrative experience do you have?
- 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, but less than 8 years
- 8 years or more
- * Please indicate your skill level in the use of Microsoft Word:
- Basic
- Intermediate
- Advanced
- * Please indicate your skill level in the use of Microsoft Excel:
- Basic
- Intermediate
- Advanced
- Indicate your level of knowledge/expertise in business writing:
- None
- Minimal
- Moderate
- Extensive
- Do you have previous work experience in a college/university environment?
- Yes
- No
Required Documents
- Resume
- 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
