Executive Secretary

The University of Utah•Salt Lake, UT

2d•Onsite

About The Position

The Executive Secretary is the face of the College of Pharmacy. Your desk will be the first stop for visitors, students, and employees to ask questions or get guidance. You will work closely with the Dean, Student Affairs, Experiential Education, Marketing, Finance and Alumni Relations. This position needs a people person; someone who is friendly and welcoming. You should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. This position is mostly self-directed and will entail a variety of tasks and projects.

Requirements

High school diploma or equivalency (one year of education can be substituted for two years of related work experience).
Four years full time secretarial experience or equivalency, word processing and spreadsheet software skills and demonstrated human relation and effective communication skills also required.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Nice To Haves

Knowledge of business writing preferred.

Responsibilities

Handles the administrative matters regarding day-to-day operations and procedures for the College of Pharmacy.
Receiving visitors by greeting, directing, and advising them appropriately.
Serve as first point of contact for Student Services, Experiential Education, Marketing and other college departments.
Answer, screen and forward incoming phone calls.
Receive and sort daily mail and packages.
Inventory, order supplies, and maintain equipment in office and kitchen area.
Process and track any facility requests including maintenance issues, construction, or ongoing projects.
Update conference, testing, class, and meeting calendars. Maintain a calendar of Dean’s Office staff office/work from home status.
Monitor conference rooms and Student Computer lab including access and supplies.
Organize and facilitate student testing procedures, including equipment loans.
Coordinates details such as purchasing activities, personnel actions, document control, maintenance of departmental and college records.
Serves on various college committees.
Updates and coordinates the Dean’s Office Emergency procedures, including monthly AED / EAP site checks and weekly call check in.
Contact person for loading dock deliveries and operation of dock.
Clerical duties such as photocopying, transcribing, etc.
Assist in event planning, coordination, setup, and day of details.
Assist with other department needs, as time and experience allow.
This is an onsite, 40-hour position.
May be required to perform other duties as assigned.