Job Information
University of Utah Executive Assistant, Graduate Programs & Executive Education in Salt Lake City, Utah
Details
Open Date 12/04/2024
Requisition Number PRN40524B
Job Title Executive Assistant
Working Title Executive Assistant, Graduate Programs & Executive Education
Job Grade E
FLSA Code Administrative
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
Primarily Monday through Friday, with rare instances of evening or weekend work to support high-priority events or initiatives. Flexibility is appreciated to ensure the smooth operation of the office and the Associate Dean’s priorities.
This position is classified as “essential,” requiring the employee to work on campus, in person.
VP Area Academic Affairs
Department 00033 - Executive Education
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 55,000 to 70,000
Close Date 01/15/2025
Priority Review Date
Job Summary
The David Eccles School of Business is seeking an exceptional and dynamic Executive Assistant to support the Associate Dean of Graduate Programs and Executive Education. This critical role ensures the smooth operation of the office and its initiatives by providing high-level administrative support, streamlining processes, and acting as a trusted partner. We are looking for an organized, detail-oriented, and proactive individual with a passion for supporting executives and a proven track record of excellence in executive-level assistance.
The ideal candidate thrives in a fast-paced environment, maintains discretion and professionalism, and is driven by a commitment to excellence. They will play a pivotal role in managing priorities, enhancing productivity, and fostering collaboration among stakeholders.
Responsibilities
Executive Support
Serve as the primary point of contact for the Associate Dean, managing complex scheduling, correspondence, and travel arrangements with precision.
Attend meetings with the Associate Dean, take accurate minutes, track action items, and ensure timely follow-up.
Act as a liaison between the Associate Dean and internal/external stakeholders, ensuring clear and effective communication.
Administrative Leadership
Manage the day-to-day operations of the department, ensuring tasks are completed efficiently and proactively addressing emerging needs.
Anticipate challenges and identify solutions that streamline workflows, enabling the Associate Dean and leadership team to focus on strategic priorities.
Meeting and Event Coordination
Plan and execute logistics for meetings, events, and projects, including preparing agendas, coordinating materials, and arranging catering and facilities.
Manage timelines and deliverables for special projects, supporting cross-functional collaboration.
Operational Oversight
Ensure the smooth operation of office workflows, including managing supplies, mail, and building access.
Collaborate with departments and stakeholders to resolve issues and enhance operational efficiency.
Data and Financial Management
Support budget oversight by reconciling accounts, processing payments, and maintaining accurate records.
Prepare detailed reports and summaries, leveraging data to inform decisions and drive departmental goals.
Stakeholder Engagement
Act as a trusted resource for faculty, staff, and students, addressing inquiries and facilitating solutions.
Maintain strong relationships across the organization to support strategic initiatives.
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, and light lifting up to 25 pounds.
Minimum Qualifications
Bachelor’s degree (or equivalency) in Business, Finance, Health Care Administration or a related field. Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.
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.)
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Proven experience supporting executives in a fast-paced environment, ideally in a similarly complex setting.
Exceptional organizational skills, with the ability to manage multiple priorities and meet deadlines with ease.
Proficiency in MS Office Suite (Word, Excel, Outlook), with strong technical aptitude.
Excellent written and verbal communication skills, with a high degree of professionalism and attention to detail.
Ability to maintain confidentiality, exercise sound judgment, and navigate complex situations with discretion.
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.