Job Information
University of Utah Administrative Assistant in Salt Lake City, Utah
Details
Open Date 07/03/2024
Requisition Number PRN39105B
Job Title Administrative Assistant
Working Title Administrative Assistant
Job Grade D
FLSA Code Nonexempt
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
M-F; 8:30 am to 5:00 pm, occasional night and/or weekend.
VP Area President
Department 00340 - Red Butte Garden & Arboretum
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 23.50 - 26.50
Close Date
Open Until Filled No
Job Summary
Red Butte Garden & Arboretum ( RBGA ) is one of the largest botanical gardens in the Intermountain West and together with the University of Utah, is the State Arboretum of Utah. We are located on 100 acres in the foothills on the eastern edge of the University of Utah campus. The Garden has welcomed guests since 1985 and consists of over 21 acres of developed gardens and five miles of hiking trails winding through an extensive Natural Area. The Garden, which is community-funded; is renowned for its numerous plant collections, display gardens, 580,000 springtime blooming bulbs; including a vast collection of daffodils; gorgeous private event spaces, a world-class outdoor concert series, and award-winning horticulture-based educational programs.
Red Butte Garden is accessible via several bus routes that stop in Research Park and at the University Medical Center, as well as the Trax Red line, followed by a short walk or on-demand university campus shuttle. The campus shuttle offers a direct line to Red Butte Garden via the Sunnyside Route.
https://commuterservices.utah.edu/uta/
https://commuterservices.utah.edu/campus-shuttle/
https://www.redbuttegarden.org/directions/
The Administrative Assistant at Red Butte Garden directly works with the staff and leadership team and is essential to the success of the organization. This position will be responsible for performing a diverse set of tasks and provide administrative support for department management.
The Administrative Assistant’s essential functions will include yet, are not limited to; scheduling, meeting support, procurement, daily accounting duties and monthly reconciling, travel custodian, management of department accounts, purchasing, event planning, and other administrative duties as assigned.
Responsibilities
This position plans and expedites the flow of work while ensuring the smooth operation of the department under the pressure of frequent interruptions and changes in priorities. Requires independent judgement, daily problem solving and multi-tasking.
Assists department with business planning and goal setting.
Collects, organizes, and analyzes data for specialized and regular monthly/quarterly reports.
Prepares daily deposits, revenue tracking, variance analysis, and month end journals.
PCI Management.
Department Purchasing Card Custodian.
Provides administrative support to upper-level department management by scheduling appointments, coordinating meetings and conferences, and ordering office supplies.
Travel planning and reimbursement for all Garden staff.
Prepares correspondence, establishes, and maintains confidential files.
Acts as a liaison between the advisory board and the Executive Director in the coordination of correspondence, meeting minutes, relations management, collection/distribution of quarterly department reports, and knowledge of bylaws.
Assists with budget, annual audits, purchasing card audit, PCI audits and review of GFA (Granting Financial Authority).
Updates quarterly reporting.
Procurement specialist.
Resolves a variety of complex administrative problems for staff and the public.
Assists with implementation of department and University policies and procedures.
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 (one year of education can be substituted for two years of related work experience) 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
Familiarity with University systems
Strong computer skills and proficiency in latest versions of Microsoft suite
The ability to quickly learn new technology
Effective verbal and written communication skills and the ability to interact professionally using tact and discretion
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.
