Executive Secretary

Bookmark this Posting Print Preview | Apply for this Job

Please see Special Instructions for more details.

Please submit a resume (2-page max) and a Cover Letter (2-page max) highlighting prior experience, skills, and interests. Please also submit three references as well.

Announcement

Details

Open Date 08/29/2024 Requisition Number PRN39718B 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 Shift Day Work Schedule Summary VP Area Academic Affairs Department 00158 - Coll of Architect & Plan-Dean Location Campus City Salt Lake City, UT Type of Recruitment External Posting Pay Rate Range 12.02 to 21.63 Close Date Open Until Filled Yes Job Summary

Serves as the 'face' of the Dean's Office of the College of Architecture and Planning and often as the first point of contact. Provides secretarial and administrative office support. Performs a variety of clerical duties in accordance with specific instructions and established work procedures independently or under supervision. Follows written and verbal instructions to accomplish assignments, sometimes of a routine and repetitive nature.

Responsibilities

1.Provides general office support such as greeting and directing visitors, handling incoming calls, and processing mail.

2.Opening and closing office spaces, as necessary

3.Answers questions about the college and associated activities

4.Make arrangements for meetings and conferences, including space reservations.

5.Establishes and maintains confidential files.

6.Assists with word processing, data entry, and internet searches

7.Orders and maintains supplies for the department.

8.Provides administrative support to the supervisor or college.

9.Maintain office equipment and the overall professional look and feel of the office. .

10. Provide direct student and faculty-facing support, serving as a primary receptionist.

11. Resolve problems and directs concerns and complaints.

12. Other duties as assigned.

• 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.

Note: The College of Architecture + Planning is only seeking to make one hire for the Executive Secretary or Administrative Assistant position based on the applicant's experience level. This job is linked to PRN #PRN39719B.

Minimum Qualifications

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.

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.

Preferences Type Benefited Staff Special Instructions Summary

Please submit a resume (2-page max) and a Cover Letter (2-page max) highlighting prior experience, skills, and interests. Please also submit three references as well.

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). 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 of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.

All qualified individuals are strongly encouraged to apply. 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.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, 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 or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action (OEO/AA). More information, including the Director/Title IX Coordinator's office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• Do you have a High School Diploma, GED, or equivalency?

• Yes

• No

• Do you have 4 or more years of clerical/administrative experience or equivalency? (1 year of college is equivalent to 2 years of work experience)

• Yes

• No

• How many years of clerical/administrative experience do you have?

• Less than 2 years

• 2 year or more, but less than 4 years

• 4 years or more, but less than 6 years

• 6 years or more, but less than 8 years

• 8 years or more

• Please indicate your skill level in the use of Microsoft Word:

• Basic

• Intermediate

• Advanced

• Please indicate your skill level in the use of Microsoft Excel:

• Basic

• Intermediate

• Advanced

• Indicate your level of knowledge/expertise in business writing:

• None

• Minimal

• Moderate

• Extensive

• Do you have previous work experience in a college/university environment?

• Yes

• No

Applicant Documents

Required Documents

• Resume

• Cover Letter

• List of References

Optional Documents