Executive Secretary (15612B)

Date: Posted 07-Nov-2017, Closing 06-Jan-2018 (MST)

Department: Other

Location: Salt Lake City, UT

Pay Rate: $12.02 to $17.79/hour DOE

Pay Type: Hourly

Benefits: Strong benefit package including tuition reduction program, retirement and health plan options.

Employment Type: Full Time

The Department of Pediatrics at the University of Utah, School of Medicine has an immediate opening for an experienced Executive Secretary. If you are interested in being part of a department whose mission is to improve the lives of children, we invite you to consider this opportunity.

 

The Executive Secretary is the first point of contact for the department, which requires interfacing with diverse groups of people in a pleasant, helpful, and professional manner. This position is responsible for effectively managing day-to-day activities of the department front office and for assisting in the various operational needs of Pediatrics central administration.

The University of Utah offers a wellness program, great benefits package, and competitive salary commensurate with experience. Mutual respect and appreciation are highly valued within the Department of Pediatrics.

 

University of Utah Job ID# PRN15612B, Pediatric Administration

 

COMPENSATION: $12.02 to $17.79/hour DOE. Strong benefit package including tuition reduction program, retirement and health plan options.

 

WORK SCHEDULE: Full-time, 40 hours/week, MondayFriday, 8:00 a.m. to 5:00 p.m. One-hour lunch break.

 

RESPONSIBILITIES:

  • Efficiently manage routine tasks of the front office. Greet guests and direct them to the appropriate location. Field incoming calls to the department. Receive and distribute mail and packages. Manage scheduling needs for six highly utilized conference rooms; post schedules outside conference rooms daily. Order and maintain inventory of supplies for the department. Maintain paper supply and manage repair of copy machines and printers.
  • Process payment requests, campus orders and purchase orders as necessary. Manage the use of a University purchasing card. Track all expenses and ensure all supporting financial documents are accurately completed and that information is entered into the University financial database system in a timely manner.
  • Assist with space remodeling and employee relocation. Oversee phone line installation and phone number transfers. Distribute and track keys. Surplus unwanted items. Arrange for movers as necessary.
  • Manage equipment inventory tracking system for the department. Coordinate information required by Property Accounting as assets are acquired. Complete University's annual inventory reporting requirements.
  • Work with University Emergency Management team to ensure the Williams Building is following prescribed guidelines. Act as first point of contact in case of emergencies and drills. Maintain a University required Emergency Action Plan.
  • Provide administrative support to the Utah Naloxone Project and Project Expanding Capacity for Health Outcomes (ECHO). Take minutes at meetings, arrange travel, and order supplies as needed.
  • Assist with periodic employee events: reserve conference room, create flyer, send reminders, set up and take down the room.
  • Act as a liaison between the department and Williams Building management and maintenance.
  • Provide backup support to other Administration team members in times of absence and heavy workload.
  • Participate in diverse administrative projects according to department needs.

 

QUALIFICATIONS: High school diploma or equivalency required. 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.

 

PREFERENCES:

  • Proficient in latest versions of Microsoft Word, Excel, Outlook, and Internet Explorer with the capability to learn new software programs quickly.
  • Excellent interpersonal and communication skills, both oral and written. Must be courteous and professional at all times. This attribute is essential to the position.
  • Strong writing skills. The habit of proofreading documents and emails for spelling, grammar, content, and clarity before disseminating is critical.
  • Capable of effectively managing multiple duties and competing deadlines with minimal supervision.
  • Ability to think quickly, work independently, and manage frequent interruptions in work flow.
  • Exceptional organization and time management skills with extreme attention to detail.
  • Ability to understand, interpret, and apply University and departmental regulations.
  • Comfortable taking direction from multiple supervisors on a variety of projects.
  • Flexibility and willingness to help wherever needed.

 

Applicants will be screened according to preferences.

 

PLEASE APPLY ONLINE THROUGH THE UNIVERSITY OF UTAH SYSTEM TO BE CONSIDERED FOR THIS JOB: http://utah.peopleadmin.com/postings/70678

 

EQUAL EMPLOYMENT OPPORTUNITY The University of Utah is an Affirmative Action/Equal Opportunity employer. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities. Please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/TDD), for further information or to request an accommodation. The University of Utah is committed to diversity in its workforce. Women and minorities are encouraged to apply.

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