Executive Assistant

Announcement

Details

Open Date 03/17/2025 Requisition Number PRN41454B Job Title Executive Assistant Working Title Executive Assistant to the Dean 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, 8am – 5pm VP Area Academic Affairs Department 00051 - College of Engineering-Dean Location Campus City Salt Lake City, UT Type of Recruitment External Posting Pay Rate Range 50000 to 65000 Close Date 05/01/2025 Priority Review Date (Note - Posting may close at any time) 03/31/2025 Job Summary We are seeking a highly motivated and professional individual to join our team as an Executive Assistant to the Dean of the John and Marcia Price College of Engineering . This position plays a key role in ensuring the efficient operation of administrative and office services while fostering a collaborative and positive workplace environment. The ideal candidate is a proactive self-starter with strong organizational, communication, and leadership skills. They should be customer service-oriented, possess excellent interpersonal abilities, and demonstrate a high level of accountability and integrity in all professional interactions.
This position reports to the Dean and works closely with the Director of Administration, overseeing executive, strategic, operational, and administrative tasks essential for the success of the Dean’s Office. The role requires managing a variety of programs and initiatives while maintaining the strategic vision of the Dean.
This position offers a dynamic and engaging work environment, providing an opportunity to play a vital role in the success of the John and Marcia Price College of Engineering. If you are an organized, detail-oriented, and adaptable professional eager to support academic excellence, we encourage you to apply.
Applications received by March 31, 2025, will receive priority consideration.
In addition to your competitive salary, medical/dental/vision/life plan and up to 14.2% contribution to your retirement plan, we have the following perks:

• Flexibility : Some telework options and flextime schedules are available for staff, typically one day a week.
• Office Culture: We have a highly collaborative office on the University of Utah campus. Employees have access to a full kitchen, and you have access to the Starley Cafe located in our gallery for affordable and easy lunch options. We offer several opportunities to engage and get to know your co-workers. Dress code is relaxed business/casual – we want you to be comfortable.
• Wellness in action: Take advantage of our many health and wellness programs on-campus and virtually. This includes mental health and resiliency support, discount on outdoor recreation rentals and Eccles Student Life Center, nutrition services, and more.
• Community: Discounts and sometimes free admissions to arts, cultural, museum, lectures and select sporting events on campus.
• Learning: In addition to the many free educational opportunities on campus, the University offers 50% tuition reduction for eligible employees and their families. We also offer professional development opportunities to develop your skills.

Other benefits and services include:

• Flexible Spending Accounts ( FSA )
• Supplemental Retirement Savings Plans (403(b), Roth 403(b), 457(b))
• WellU Employee Wellness Program
• Accidental Death and Dismemberment Insurance (AD&D)
• Supplemental Life Insurance
• Employee Assistance Program ( EAP )
• Long Term Care Insurance
• Hyatt Legal Plans
• UESP 529 College Savings Plan
• Auto/Home Insurance
• Family and Medical Leave Act

Responsibilities 1. Serve as a primary point of contact for the Dean, Associate Deans, and senior leadership, ensuring a welcoming and professional environment. 2. Manage scheduling and calendar coordination for senior leadership, including planning and prioritizing meetings and appointments. 3. Oversee travel arrangements for senior leaders, maintaining accurate travel records and resolving inquiries. 4. Resolves a variety of complex administrative problems for faculty, staff, students and the public. 5. Provide fundamental administrative support, including ordering supplies, arranging catered meals for events, and processing payment requests. 6. Assist in planning, preparing, and executing various faculty, staff, and alumni events throughout the year, ensuring compliance with university and government regulations. 7. Conduct data collection, analysis, and reporting for ASEE and U.S. News survey reports. 8. Research, analyze, and prepare administrative and statistical reports, compiling necessary data and records. 9. Draft, proofread, and edit correspondence, memorandums, and reports using appropriate word processing and spreadsheet tools. 10. Assist with confidential faculty-related processes, including faculty searches, promotions, retention, and tenure. 11. Provide assistance for donor development activities as needed. 12. Ensure smooth collaboration between internal College of Engineering departments, university divisions, legal teams, students, and external stakeholders. 13. Demonstrate initiative in problem-solving and take full ownership of assigned responsibilities, ensuring accuracy and efficiency. 14. Maintain professional phone etiquette, written and verbal communication skills, and uphold professional dress standards. 15. Support and oversee the annual spring convocation ceremony planning and implementation. 16. Prepare and distribute agendas and minutes for monthly college executive committee meetings 17. Assist in developing and implementing departmental policies as needed. 18. Participate in university-wide committees and provide input on institutional initiatives. 19. May supervise support staff and oversee daily administrative operations of the Dean’s Office.
PROBLEM SOLVING
Incumbents use independent judgement in resolving various problems that involve faculty, staff, students and the general public. Must use judgement and discretion when advising others of the executive’s view on policies and other issues. This position initiates and has input in the hiring and employment decisions related to subordinate staff.

Incumbents in this position may be required to represent the executive at meetings and interact with individuals at the highest levels in public and private organizations on a local and national basis.

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 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 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 · Strong organizational and time-management skills with keen attention to detail. · Excellent verbal and written communication abilities, with excellent editing and proofreading ability. · Proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint) and other office management software. · Experience in collecting, organizing, analyzing, and presenting data is preferred. · Commitment to ethical conduct, accountability, and maintaining a positive work environment. · Ability to work effectively under pressure and independently with minimal supervision. · Proven ability to work well in a team setting and communicate effectively across various levels of the organization. · Passion for hospitality and event planning, ensuring high-quality customer service. 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



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