Executive Assistant, Graduate Programs & Executive Education - University of Utah
Salt Lake City, UT
About the Job
Details
Open Date 10/30/2024
Requisition Number PRN40229B
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
Monday – Friday, with occasional evenings or weekends to support events and student needs.
Essential Position : This role is required to be 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 12/13/2024
Job Summary
The David Eccles School of Business seeks a proactive and organized Executive Assistant to support the Associate Dean of Graduate Programs and Executive Education. This role is central to the smooth operation of the department, requiring expertise in office management, scheduling, and event coordination. The ideal candidate is a resourceful and self-directed professional with experience providing high-level administrative support in an academic or executive setting, adept at managing complex tasks with efficiency and discretion.
Responsibilities
Administrative Support
+ Provide direct support to the Associate Dean, managing scheduling, emails, phone calls, and correspondence.
+ Serve as the primary gatekeeper by welcoming visitors, screening calls, and directing inquiries appropriately.
+ Oversee mail, office supplies, and general office tasks.
Office Operations and Building Management
+ Ensure smooth daily office operations by supporting logistical needs and coordinating space usage.
+ Secure access to designated office areas, assisting visitors and providing building navigation support as needed.
+ Partner with departments, faculty, and students to implement effective solutions that enhance office and program operations.
Financial and Records Management
+ Track and reconcile financial accounts, including purchasing cards and tuition-related funds.
+ Support budget management by preparing payment requests, processing deposits, and reviewing financial reports.
+ Compile and prepare monthly and ad-hoc reports on recruiting, financial data, and student outcomes for the Associate Dean.
Logistics, Event, and Meeting Coordination
+ Arrange travel logistics for staff and program groups, ensuring itineraries and confirmations are accurate and complete.
+ Manage event logistics, including catering, room reservations, and setup for program meetings and events.
+ Coordinate meetings and special projects for the Associate Dean, supporting cross-functional initiatives and ensuring timely follow-up.
Student and Faculty Support
+ Act as a point of contact for student and faculty inquiries, offering administrative and logistical assistance as needed.
Data Management and Reporting
+ Generate, manage, and validate data reports across financial, recruiting, and student metrics to support data-informed decisions within the department..
Cross-Training and Department Liaison
+ Cross-train in departmental roles to provide coverage in various administrative functions as needed.
+ Serve as a key contact for program operations, ensuring smooth communication within the department and across the organization.
This job description is intended as a guide to the general duties and responsibilities required of the position and is not a comprehensive list of all possible tasks. The department reserves the right to modify duties and assignments as necessary.
Nearly Continuously : Office setting with regular interaction with staff, students, and faculty.
Often : Repetitive tasks such as typing and walking.
Seldom : Physical activities including bending, reaching, 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
+ Bachelor’s degree in a related field.
+ Experience supporting high-level executives, particularly in an academic or executive environment.
+ Strong organizational and multitasking skills, with the ability to adapt to shifting priorities and deadlines.
+ Proficiency in MS Word, Excel, and Outlook.
+ Excellent written and verbal communication skills, with attention to detail and professionalism.
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 10/30/2024
Requisition Number PRN40229B
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
Monday – Friday, with occasional evenings or weekends to support events and student needs.
Essential Position : This role is required to be 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 12/13/2024
Job Summary
The David Eccles School of Business seeks a proactive and organized Executive Assistant to support the Associate Dean of Graduate Programs and Executive Education. This role is central to the smooth operation of the department, requiring expertise in office management, scheduling, and event coordination. The ideal candidate is a resourceful and self-directed professional with experience providing high-level administrative support in an academic or executive setting, adept at managing complex tasks with efficiency and discretion.
Responsibilities
Administrative Support
+ Provide direct support to the Associate Dean, managing scheduling, emails, phone calls, and correspondence.
+ Serve as the primary gatekeeper by welcoming visitors, screening calls, and directing inquiries appropriately.
+ Oversee mail, office supplies, and general office tasks.
Office Operations and Building Management
+ Ensure smooth daily office operations by supporting logistical needs and coordinating space usage.
+ Secure access to designated office areas, assisting visitors and providing building navigation support as needed.
+ Partner with departments, faculty, and students to implement effective solutions that enhance office and program operations.
Financial and Records Management
+ Track and reconcile financial accounts, including purchasing cards and tuition-related funds.
+ Support budget management by preparing payment requests, processing deposits, and reviewing financial reports.
+ Compile and prepare monthly and ad-hoc reports on recruiting, financial data, and student outcomes for the Associate Dean.
Logistics, Event, and Meeting Coordination
+ Arrange travel logistics for staff and program groups, ensuring itineraries and confirmations are accurate and complete.
+ Manage event logistics, including catering, room reservations, and setup for program meetings and events.
+ Coordinate meetings and special projects for the Associate Dean, supporting cross-functional initiatives and ensuring timely follow-up.
Student and Faculty Support
+ Act as a point of contact for student and faculty inquiries, offering administrative and logistical assistance as needed.
Data Management and Reporting
+ Generate, manage, and validate data reports across financial, recruiting, and student metrics to support data-informed decisions within the department..
Cross-Training and Department Liaison
+ Cross-train in departmental roles to provide coverage in various administrative functions as needed.
+ Serve as a key contact for program operations, ensuring smooth communication within the department and across the organization.
This job description is intended as a guide to the general duties and responsibilities required of the position and is not a comprehensive list of all possible tasks. The department reserves the right to modify duties and assignments as necessary.
Nearly Continuously : Office setting with regular interaction with staff, students, and faculty.
Often : Repetitive tasks such as typing and walking.
Seldom : Physical activities including bending, reaching, 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
+ Bachelor’s degree in a related field.
+ Experience supporting high-level executives, particularly in an academic or executive environment.
+ Strong organizational and multitasking skills, with the ability to adapt to shifting priorities and deadlines.
+ Proficiency in MS Word, Excel, and Outlook.
+ Excellent written and verbal communication skills, with attention to detail and professionalism.
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
