Administrative Assistants

University of Utah•Salt Lake City, UT

34d•Onsite

About The Position

Administrative Assistants Under minimal supervision, responsible for planning, organizing, directing and/or controlling all aspects pertaining to a sizable specific program or multiple program functions of assigned department's internal and external customer service, human resource and accounting operations pertaining to areas including (but not limited to) academic, research, health sciences, and community outreach. Acts as a catalyst between the department and its customers and staff to ensure continuity and quality of service and care. Learn more about the great benefits of working for University of Utah: benefits.utah.edu The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget. Administrative Assistants, III Perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of group / department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers. Completes assignments with little supervision. May assist less-experienced team members. Requires 3+ years of related experience. This is a Skilled Level position in the Support track. Job Code: S22733 Grade: S16 Administrative Assistants, IV Perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of group / department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers. Highest-level support. Performs advanced tasks under minimal supervision. May mentor less-experienced team members. Requires 5+ years of related experience. This is a Highly Skilled Level position in the Support track. Job Code: S22734 Grade: S18

Requirements

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).
Department may hire employee at one of the following job levels:
Administrative Assistants, III: Requires 3+ years of related experience.
Administrative Assistants, IV: Requires 5+ years of related experience.

Responsibilities

Office communications
The PM/OGH Ad must create and maintain communication outlets:
Website. Redevelop, develop and renew content and update information.
LinkedIn page management.
Assist if necessary in Newsletter Development
Agreements management
Supports the OGH Director to develop MOUs by:
Coordinating with OGC to vet agreements
Receive office of foreign influence approvals
Secure signatures of external and internal parties
Maintain records and distributes copies to interested parties including OGE
Foreign and external visitors-
Organizes and plans travel activities for visitors.
Activities include:
Travel arrangements - tickets and hotel
Agenda development
Coordinate meetings with U of U faculty and staff
Coordinate presentations and grand rounds
Travel planning for Director and employees
Tickets and hotels arrangements
Visas procurement
Arrange meeting
Process travel expenses
Travel Reports
Meetings organization and documentation.
Assist in organizing activities for the monthly Global Health Council and manage the weekly OGH Traffic meeting.
Activities include:
Meeting minutes taking and distribution
Present as required
Office Supplies
Office files management.
Includes physical and electronic cataloging and filing:
Accounting related activities
Purchase processing and documenting
P-Card and T-Card reports submission and documentation management
Assist in organization of local/International events:
Coordinate participants
Secure location
Procure refreshments
Management of the OGH interns
Organization of interviews
Communication with the recruitment organization