Administrative Assistant, Sitfo

The School and Institutional Trust Funds Office (SITFO) was created in 2015 to manage the School Fund and related entities' more than $3.4 billion in assets. The Administrative Assistant serves a critical support function in the maintenance of administrative agency affairs, reporting directly to the Finance and Operations Officer.
SITFO is looking for an Administrative Assistant who is detail-oriented and has an interest in supporting the administrative activities of the office. This position requires a high level of professionalism, collaboration, and accuracy while interacting with the Board of Trustees, other critical stakeholders, and third-party providers. We offer a competitive benefits package-
Principal Duties
The Administrative Assistant will:

• Provide administrative support to the Chief Investment Officer, Deputy Chief Investment Officer, and Finance and Operations Officer.
• Act as official secretary for the SITFO Board of Trustees by coordinating SITFO board meetings and other offsite gatherings including communication, scheduling, public reporting, and aggregation and distribution of meeting materials.
• Assist in planning and coordination of team activities including facilities, meals, equipment, etc.
• Maintain all meeting information and contact information for respective Trustees, staff, and other stakeholders.
• Create and manage high activity calendars for the Chief Investment Officer, Finance and Operations Officer, and other SITFO staff.
• Assist in managing relationships with other state agencies including those providing services such as the Division of Finance, Division of Human Resources, Division of Technological Services, and more.
• Manage, coordinate and book travel accommodations according to established state agency policy and procedures, including pre-approvals, traveler guidance in the processes and submissions for travel, and reimbursement requests afterward.
• Anticipate and proactively address teams' needs, including but not limited to managing and communicating project deadlines, requiring a high level of independence and flexibility.
• Assist in general office tasks as requested, such as maintaining the supplies, appearance, and organization of the office, tracking software and equipment, gathering, and distributing mail, and providing reception coverage.
• Process and reconcile credit card statements, receipts, shipping documents, etc. for accuracy.
• Format correspondence and presentation materials using Microsoft products like Word, Excel, and PowerPoint.
• Perform miscellaneous job-related duties as assigned.

• Strong interest in office administration and supporting team members.
• Proficiency in the suite of Microsoft Office products.
• 3 years of professional experience in high-level administrative support or related positions.
• Humility, honesty, detail-oriented, high work ethic, and a willingness to learn.
• Extremely organized and able to work equally well in a team or independently.
• Demonstrated ability to set priorities and multitask under pressure and with frequent interruptions.
  

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  Health Insurance - Public Employee Health Program (PEHP):
  • 3 medical plan options. Choose a Traditional or High Deductible Health Plan. There is an Opt-Out Cash Benefit option for those that have other medical insurance coverage.
  • 5 dental plan options, with an Opt-Out Cash Benefit option for those that have other dental insurance coverage.
  • 4 vision plan options under EyeMed or OptiCare
• Retirement - Utah Retirement Systems (URS):
  • Employees who have any service credit with an employer covered by the Utah Retirement Systems prior to 7/1/2011 are in the Tier I Public Employees System.
  • Employees hired on or after 7/1/2011 and who have never been in the URS retirement system have two options for retirement in the Tier II System.
    • Tier 2 Hybrid Retirement System. Employer contributes an amount equal to 10% of your salary between both plans (pension and 401(k))
    • Tier 2 Defined Contribution Plan. Employer contributes an amount equal to 10% of your salary to a 401(k) plan only.
  • Employer contributions to your 401(k) are vested after four years.
• Paid Time Off:
  • Annual leave and sick leave are accrued at 4 hours per pay period each (4 hours annual, 4 hours sick).
  • Annual leave amounts increase with years of service.
  • We have 12 paid holidays.
• Ideal office location in the heart of downtown SLC, paid parking or public transportation, an on-site gym and next to some of the best restaurants and entertainment venues (we assume you already know about the mountains).
• Collaborative team grounded in SITFO's mission to serve public education..

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  The position and responsibilities are crucial to the ongoing operations of the office; therefore, this role is expected to be in the office the equivalent of 32 hours per week with flexibility to work remotely 8 hours a week.