Executive Assistant, Graduate Programs & Executive Education at University of Utah
Salt Lake City, UT 84112
About the Job
Executive Assistant, Graduate Programs & Executive Education
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.
- 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.
- 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.
- 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.
- Act as a point of contact for student and faculty inquiries, offering administrative and logistical assistance as needed.
- Generate, manage, and validate data reports across financial, recruiting, and student metrics to support data-informed decisions within the department..
- 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.
Special Instructions
Requisition Number: PRN40229B
Full Time or Part Time? Full Time
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.
Department: 00033 - Executive Education
Location: Campus
Pay Rate Range: 55,000 to 70,000
Close Date: 12/13/2024
Open Until Filled:
To apply, visit https://utah.peopleadmin.com/postings/173396
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