University of Utah Executive Secretary in Salt Lake City, Utah
Open Date 11/18/2019
Requisition Number PRN22531B
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
Work Schedule Summary
M – F, 8:00 – 5:00
VP Area Academic Affairs
Department 00091 - World Languages and Cultures
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 12.02 to 15.81
Open Until Filled Yes
This position will serve as the first contact for the Department of World Languages and Cultures at the front desk, working closely with the staff team of Administrative Manager and two Academic Advisors. The Executive Secretary will create a welcoming and informative environment for faculty, staff, students, and the general public, answering phone calls and greeting and directing visitors. This position will be supervised by the Administrative Manager, but will work alongside all staff and in coordination with part-time office assistants, and will have specific tasks assigned to the role.
• Front Office Duties
1.Serves as department receptionist (phones, walks-ins, mail distribution, photocopying) when Office Assistants are not scheduled
2.Coordinate with Administrative Manager the inventory office supplies and paper; assist with order as needed
3.Keep area clean and organized
4.Ensure that all major/minor worksheets, advising information, and Peer Advising hours are up-to-date and available
1.Coordinate with Associate Chair, regarding Fall, Spring, and Summer class schedules
2.Be aware of yearly deadlines regarding each semester’s schedule
3.Compile timeline for when information must be collected
4.Serve as point of contact for the Scheduling Office (Registrar)
5.Communicate changes, updates, and questions to Scheduling
6.Distribute add codes at the beginning of each semester (week before classes start)
7.Fill out any paperwork in regards to the class schedule
8.Schedule all departmental space reservations ( WLC rooms and DiBona lab), including computer labs, conference rooms, and department specific classrooms requests
9.Distributing permission codes by semester
1.Creates department publicity, including flyers, program announcements, brochures, and special posters.
2.Coordinates Social Media campaigns
3.Maintaining and updating the department website: events, description of programs
• Other Responsibilities
1.Oversee Office Assistants
2.Submit departmental key shop requests
3.Technology issues / submit IT Help tickets / phone transfers/deliveries
4.Surplus (old office inventory to be picked up)
5.Arrange/submit maintenance requests
6.Maintain department list-serv; submit updates to COH list-serv
7.Closes office in evening
8.Coordinate graduate student lockers/mailboxes
9.Help with grading system: access to enter grades, change of grade forms
• 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.
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.
Type Benefited Staff
Special Instructions Summary
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: firstname.lastname@example.org 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: email@example.com .
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 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.