Administrative Assistants

Administrative Assistants

Administrative Assistants

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.

The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.

Responsibilities

• 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.

• Administrative Assistants, I

• Performs routine tasks as directed and under close supervision.

• Requires little to no related experience.

• This is an Entry-Level position in the Support track.

• Administrative Assistants, II

• Completes routine tasks under moderate supervision.

• Requires at least 1 year of related experience.

• This is an Intermediate Level position in the Support track.

• Administrative Assistants, III

• 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.

• Administrative Assistants, IV

• 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.

• Minimum Qualifications

• 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, 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.

• Preferences

• Experience supporting academic departments or faculty leadership

• Experience using enterprise systems such as Interfolio, Astra, CLSS , CourseDog, or similar platforms

• Experience coordinating meetings, events, and faculty searches

• Ability to manage confidential and sensitive information with discretion

• Strong problem-solving, organizational, and multitasking skills

• Type Benefited Staff

• 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). 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.

• Consistent with state and federal law, the University of Utah does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, 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, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Title IX (OEO). More information can be located at the University of Utah Non-Discrimination page.

Benefits

• Eligible Staff Members , a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period.

• Special Instructions Summary

• Additional Information