Administrative Assistants

University of Utah•Salt Lake City, UT

65d•$25 - $27•Onsite

About The Position

Provides direct administrative support in the Biochemistry Administration Department. Must be able to manage multiple competing interests and priorities, and serve as the primary point of contact for the office, greeting visitors, answering phones, and responding to inquiries. Strong verbal and written communication skills are quintessential to internal stakeholders (faculty members and staff). In addition, strong self-motivation, task prioritization, superb organizational skills, and a solution-oriented approach with a positive attitude are vital assets for this position.

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).
Administrative Assistants, I: Requires little to no related experience.
Administrative Assistants, II: Requires at least 1 year of related experience.
Administrative Assistants, III: Requires 3+ years of related experience.
Administrative Assistants, IV: Requires 5+ years of related experience.

Nice To Haves

Proven experience in an administrative support role, preferably in academic or professional setting.
Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
Excellent written and verbal communication skills, with a high level of professionalism and attention to detail.
Proficiency in Mac and PC computers, Microsoft Office Suite (Word, Excel, Outlook), Teams/Zoom, and ability to learn new systems quickly.
Experience and proficiency in Concur Travel and Purchase system.
Demonstrated ability to work independently, solve problems proactively, and adapt to evolving priorities.
A polished and professional presence that aligns with our workplace culture.

Responsibilities

Maintains exceptional level of professionalism and discretion in managing complex issues and interactions.
Resolves a variety of complex administrative problems for the institution leadership, faculty, staff, students, and the public entities.
Manages schedules and organizes active and complex calendar and travel logistics for faculty and lab staff and students.
Oversee office workflows, including ordering supplies, processing mail, and maintaining a well-organized and clean work environment.
Navigate university and department policies and procedures.
Act as a resource for faculty, students, and staff, assisting with administrative and operational needs.
Prepares and maintains office Standard Operating Procedure documents, files, and other pertinent information related to office administration.
Conference room reservations
Order, issue and maintain office and lab keys
Grant and remove building access
Restock and order office supplies
Submit building maintenance requests
Distribute mail
Post weekly conference room calendars
Update Biochemistry Human Resource system
Greet visitors and answer phones
Emergency Radio call-in on Fridays
Monthly Birthday Boards
Maintain Standard Operating Procedure files
Answering emails
Maintain bulletin board flyers around the building
Works closely with the Office Administrator, and provides cross-functional support with the Business Analyst and Purchasing Program Manager, ensuring efficient program operations.
Develop a strong understanding of department functions and cross-train in various administrative areas.
Serve as a liaison between different stakeholders, facilitating smooth communication and operations.
Website content updates using Drupal and Squarespace Content Management Systems.
Possible image processing using Adobe Lightroom (no prior experience required).
Review purchase order status and make adjustments based on need.
Review invoices for accuracy and upload to procurement system.
Assist with reallocation of credit card purchases.