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Administrative Assistant Full-time

at in Utah (Published at 20-09-2019)

Provides complex administrative support for department management. Coordinates and oversees the work of support staff.

Responsibilities
  • Provides administrative support for a busy department including responsibilities for purchasing, scheduling of resources, travel arrangements, handling manager and staff inquiries, maintaining office supplies and office equipment
  • Serves as primary point of contact for department for both walk-in and telephone traffic.
  • Plays crucial role in planning and carrying out of regular large-scale campus-wide events.
  • Serves as liaison between faculty and team members to schedule meetings and services.
  • Assists in creating, editing, and distributing communications from the department, including content of department website.
  • Supervises office support staff.
  • Collects, organizes and analyzes data for specialized reports
  • Assists with the development of departmental budgets
  • Maintains budget records, such and reconciling accounts and preparing expenditure statements
  • Maintains database of department services

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 (2 years related work experience may be substituted for 1 year of education) 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 Preferred Qualities
  • Utilizes excellent organizational, leadership, and communication skills as well as good judgment in handling confidential and sensitive information while working with many different departments and departmental cultures across campus.
  • Is comfortable and professional communicating and collaborating with people from a wide range of ethnic, cultural, and academic backgrounds.
  • Juggles multiple projects with various priorities, processes, and deadlines. Remains calm and professional under stressful conditions.
  • Effectively uses technology and common computer programs to ensure smooth office functioning and efficiency.
  • Works independently but is also a key member of the office team.
Preferences
  • Previous experience and knowledge of campus processes and regulations, including hiring procedures and PeopleSoft.
  • Experience in managing and creating web content.
  • Experience in marketing and ability to develop simple graphic products such as reports, posters and brochures.
Type Benefited Staff Special Instructions Summary


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