Details **Open Date** 10/04/2024 **Requisition Number** PRN40037B **Job Title** Administrative Assistant **Working Title** Administrative Assistant **Job Grade** D **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** Monday-Friday, 8:00am-5:00pm Some evenings and weekends with advance notice **VP Area** Academic Affairs **Department** 00070 - College of Fine Arts-Dean **Location** Campus **City** Salt Lake City, UT **Type of Recruitment** External Posting **Pay Rate Range** $19.00 - $24.03/hour ($39,500 - $50,000) **Close Date** **Job Summary** The Dean’s Office in the College of Fine Arts is seeking an experienced Administrative Assistant to join our high-functioning and collaborative team. The Administrative Assistant will handle administrative matters and provide direct support for the Associate Dean for Faculty & Academic Affairs, the Associate Dean for Research and the Finance & Operations Officer. **Responsibilities** 1. Handles administrative matters regarding day-to-day operations and procedures of the College of Fine Arts. Examples may include: + Provides administrative support to upper-level College management by scheduling appointments for two Associate Deans and Finance & Operations Officer, coordinating meetings and maintain calendars for shared spaces within the College. + Provides general office support such as greeting and directing visitors, handling incoming calls, and processing mail + Prepares and delivers correspondence + Creates and distributes faculty eNewsletter + Organizes faculty workshops and events + Ensures accuracy of CFA website + Serves as “back-up” to other administrative support staff in the Dean’s Office 2. Monitors budgets and expenditures to ensure limitations are not exceeded. Examples may include: + Reviews financial documents for accuracy and completeness + Reconciles Management Reports + Monitors the Associate Dean with Faculty & Academic Affairs budget + Assists with high-level oversight of College of Fine Arts facilities safety and administration 3. Coordinates details such as purchasing activities, personnel actions, document control, account coding for financial transactions and overseeing the maintenance of departmental records. Examples may include: + Maintains electronic financial filing system + Facilitates several internal grant processes – including notifications, award tracking, and collecting final reports + Provides administrative support for the Staff & Faculty Excellence Awards + Initiates and reconciles travel for Associate/Assistant Deans + Reallocates Dean’s Office purchasing card transactions and oversees PCard audit 4. Reviews changes in university policy, federal regulations and contractual requirements and coordinates implementation procedures. Examples may include: + Manages the college’s curriculum, requisite reporting, and catalog processes + Assists with Faculty Activity Report Administration + Provides assistance with data collection and compilation for the College 5. May assist in developing College procedures as needed. 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 Conditions** Nearly continuously: Office Environment **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. **Minimum Qualifications** Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description. **Preferences** Demonstrated written and oral communication skills required. Familiarity with University of Utah policies and procedures, as well as U of U business systems preferred. The successful candidate will have: + Strong organizational skills that include the ability to perform and prioritize multiple tasks + Attention to detail and creative problem-solving skills + Advanced computer skills and the ability to learn new software programs quickly + Capacity to work independently and effectively handle complex projects with sensitivity to priorities and shifting demands from various staff members + Capacity to cultivate and maintain positive and collaborative working relationships with colleagues at all levels of the University + Excellent interpersonal skills, emotional maturity, and discretion in handling sensitive and confidential information **Type** Benefited Staff **Special Instructions Summary** **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.