Executive Secretary

DetailsOpen Date 12/04/2023Requisition Number PRN37084BJob Title Executive SecretaryWorking Title Executive SecretaryJob Grade CFLSA Code NonexemptPatient Sensitive Job Code? NoStandard Hours per Week 40Full Time or Part Time? Full TimeShift DayWork Schedule SummaryVP Area U of U Health - AcademicsDepartment 00201 - PhysicalTher/Athletic TrainingLocation CampusCity Salt Lake City, UTType of Recruitment External PostingPay Rate Range $17-$20 DOEClose DateOpen Until Filled YesJob SummaryThe Departments of Physical Therapy and Athletic Training and Occupational and Recreational Therapies are looking for a full-time Executive Secretary. This position will provide support for the departments’ faculty and staff.Candidate must have strong background in customer service, scheduling and calendar management. Applicant must be a self-starter with the ability to work independently, seek out assignments and successfully complete tasks with little supervision. Proven attention to detail, excellent time management and organization skills are also a must. Applicants may work with financial, student and patient information and must maintain complete confidentiality.Responsibilities1. Provides general office support such as handling incoming calls, greeting, and directing visitors, and processing mail.2. Provides administrative support to supervisor and department faculty and staff.3. Works with travel processing, payment requests, and PCard processes, and assist with financial reconciliation.4. Contact point for building issues (classroom AV, equipment maintenance, security access).5. Room scheduling.6. CLSS scheduling, textbook ordering, course evaluation set up.7. Orders and maintains supplies for department.8. Makes arrangements for meetings, conferences, and events.9. Event planning/ordering.10. May distribute mail and other supplies for department. 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 requiredNearly Continuously: Office environment.Physical Requirements and Level of Frequency that may be requiredNearly Continuously: Sitting, hearing, listening, talking.Often: Repetitive hand motion (such as typing), walking.Seldom: Bending, reaching overhead.Minimum QualificationsHigh school diploma or equivalency (one year of education can be substituted for two years of related work experience). Four years full time secretarial experience or equivalency, word processing and spreadsheet software skills and demonstrated human relation and effective communication skills also required.Knowledge of business writing preferred.Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.PreferencesScheduling experience; Knowledge of University policies and systems (Astra, CLSS , PeopleSoft, Ushop, ePR).Type Benefited StaffSpecial Instructions SummaryAdditional InformationThe 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.eduhttps://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.