Administrative Assistant - University of Utah
Salt Lake City, UT
About the Job
Details
Open Date 01/29/2025
Requisition Number PRN41096B
Job Title OCHE Administrative Assistant
Working Title Administrative Assistant
Job Grade D
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
Monday – Friday 8:00 AM – 5:00 PM
VP Area President
Department 01379 - USHE Commissioner
Location Office of the Commissioner - Downtown SLC
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $45,000 - $65,000 depending on experience
Close Date 05/01/2025
Priority Review Date (Note - Posting may close at any time)
Job Summary
The Utah System of Higher Education ( USHE ) is seeking a full-time Administrative Assistant to support the Associate Commissioner of Technical Education, the Associate Commissioner for Academic Education, and their administrative staff. The position requires a detail-oriented, self-motivated individual with excellent organizational and customer service skills and advanced proficiency in office technology. The position requires someone who is accessible, responsive, and able to communicate with constituent groups effectively, both verbally and in writing.
Responsibilities
1. Provide administrative support to the Associate Commissioner of Academic Education, the Associate Commissioner for Technical Education, and their administrative staff.
2. Distribute consistent, professional communication within and outside the organization.
3. Draft and review correspondence, prepare reports, create spreadsheets, and manage departmental records.
4. Maintain clear, responsive, and professional communication with constituent groups, ensuring timely support and addressing inquiries effectively.
5. Maintain calendars, copy, scan, and provide access to necessary office resources.
6. Process travel requests and reimbursements, maintain accurate payroll and leave records, and schedule meetings and appointments.
7. Organize and assist in planning, coordinating, and preparing for meetings, including agenda preparation, virtual meeting setup, taking minutes, distributing materials, and providing follow-up documentation.
8. Coordinate events such as conferences, retreats, and affiliate group meetings, including managing schedules, tracking budgets, communicating with attendees, assisting with setup and takedown, and providing on-site support as needed.
9. Draft, edit, and maintain agenda cover memos and related attachments, prepare documentation to communicate Board decisions, and archive files and organization of digital resources.
10. Assist with the review of information and data to verify accuracy, identifying and summarizing any inconsistencies.
11. Collaborate with other administrative team members on projects and events, providing coverage during absences and assisting in various administrative tasks and activities as needed.
12. Perform other tasks and projects as required to support the department’s objectives and maintain smooth office operations.
The essential functions listed above are not a comprehensive list of all duties, tasks or projects.
Minimum Qualifications
Education:
+ A High School Diploma is required; an associate degree is preferred.
+ One year of education can be substituted for one year of related work experience.
Skills and Knowledge:
+ At least 3 years of progressively responsible administrative experience, preferably supporting upper-level management.
Successful candidates should have experience in the following:
+ Proficiency in Microsoft Office and Adobe Acrobat Professional.
+ Mastery of scheduling systems, document management, and basic bookkeeping.
+ Strong verbal and written communication skills, organizational abilities, and interpersonal skills.
+ Experience in creating professional documents, presentations, and spreadsheets with attention to detail.
Preferences
+ 5+ years of experience supporting upper-level management, office management related experience, or equivalency.
+ A certificate in Business Administrative Support or a degree (associate or bachelor’s) in a related field.
+ Advanced organizational and project management skills, with a proven ability to meet deadlines and maintain quality standards.
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.
Open Date 01/29/2025
Requisition Number PRN41096B
Job Title OCHE Administrative Assistant
Working Title Administrative Assistant
Job Grade D
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
Monday – Friday 8:00 AM – 5:00 PM
VP Area President
Department 01379 - USHE Commissioner
Location Office of the Commissioner - Downtown SLC
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $45,000 - $65,000 depending on experience
Close Date 05/01/2025
Priority Review Date (Note - Posting may close at any time)
Job Summary
The Utah System of Higher Education ( USHE ) is seeking a full-time Administrative Assistant to support the Associate Commissioner of Technical Education, the Associate Commissioner for Academic Education, and their administrative staff. The position requires a detail-oriented, self-motivated individual with excellent organizational and customer service skills and advanced proficiency in office technology. The position requires someone who is accessible, responsive, and able to communicate with constituent groups effectively, both verbally and in writing.
Responsibilities
1. Provide administrative support to the Associate Commissioner of Academic Education, the Associate Commissioner for Technical Education, and their administrative staff.
2. Distribute consistent, professional communication within and outside the organization.
3. Draft and review correspondence, prepare reports, create spreadsheets, and manage departmental records.
4. Maintain clear, responsive, and professional communication with constituent groups, ensuring timely support and addressing inquiries effectively.
5. Maintain calendars, copy, scan, and provide access to necessary office resources.
6. Process travel requests and reimbursements, maintain accurate payroll and leave records, and schedule meetings and appointments.
7. Organize and assist in planning, coordinating, and preparing for meetings, including agenda preparation, virtual meeting setup, taking minutes, distributing materials, and providing follow-up documentation.
8. Coordinate events such as conferences, retreats, and affiliate group meetings, including managing schedules, tracking budgets, communicating with attendees, assisting with setup and takedown, and providing on-site support as needed.
9. Draft, edit, and maintain agenda cover memos and related attachments, prepare documentation to communicate Board decisions, and archive files and organization of digital resources.
10. Assist with the review of information and data to verify accuracy, identifying and summarizing any inconsistencies.
11. Collaborate with other administrative team members on projects and events, providing coverage during absences and assisting in various administrative tasks and activities as needed.
12. Perform other tasks and projects as required to support the department’s objectives and maintain smooth office operations.
The essential functions listed above are not a comprehensive list of all duties, tasks or projects.
Minimum Qualifications
Education:
+ A High School Diploma is required; an associate degree is preferred.
+ One year of education can be substituted for one year of related work experience.
Skills and Knowledge:
+ At least 3 years of progressively responsible administrative experience, preferably supporting upper-level management.
Successful candidates should have experience in the following:
+ Proficiency in Microsoft Office and Adobe Acrobat Professional.
+ Mastery of scheduling systems, document management, and basic bookkeeping.
+ Strong verbal and written communication skills, organizational abilities, and interpersonal skills.
+ Experience in creating professional documents, presentations, and spreadsheets with attention to detail.
Preferences
+ 5+ years of experience supporting upper-level management, office management related experience, or equivalency.
+ A certificate in Business Administrative Support or a degree (associate or bachelor’s) in a related field.
+ Advanced organizational and project management skills, with a proven ability to meet deadlines and maintain quality standards.
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.
Source : University of Utah