Executive Assistant

Details

Open Date 11/28/2023

Requisition Number PRN37034B

Job Title Executive Assistant

Working Title Executive Assistant

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 (with occasional early mornings and late evenings for meetings/events).

VP Area U of U Health - Academics

Department 00877 - Radiology Clinical

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $60,000

Close Date

Open Until Filled Yes

Job Summary

The University of Utah Department of Radiology and Imaging Sciences is one of the best programs in the nation for high-quality patient care, innovative medical education, and groundbreaking imaging research. We are looking for a motivated and enthusiastic professional Executive Assistant to support our Department Chair, Administrative Director, and Executive Leadership Team in pursuit of our triple mission: clinical operations, education, and research.

This position is hybrid with a typical schedule of 3 days onsite and 2 days at home (or in the office as required by the Chair and Leadership Team).

Responsibilities

Essential Functions

• Provide high level confidential executive support for the Department Chair, Administrative Director, and Executive Leadership Team, as required. Responsibilities and functions include, but not limited to:

• Co-ordinate, manage, prioritize, and maintain the calendar schedule and email account of the Chair’s Office. This includes the setting up and generation of a large number of committees and meetings. Use initiative to forward plan meetings where required.

• Draft and review letters, emails and reports for Chair’s Office. Maintain a high level of accuracy and consistency through quality assurance checking of correspondence.

• Organize travel and expenses on behalf of the chair and other leaders.

• Use effective communication and interpersonal skills to build and maintain effective working relationships with leadership, faculty, staff, and other stakeholders. Deal professionally with highly sensitive and confidential issues in the context of those professional relationships.

• Maintain department systems and programs to comply with University policy.

• Plan, organize and execute a number of high-level events and functions on behalf of the Department.

• Use communication tools to develop content and materials for the purpose of marketing and promoting the Department in advancing the triple mission: clinical operations, education and research.

• Support and drive projects to meet strategic and operational objectives to advance the Department’s triple mission.

• Assist with the development and implementation of department policies.

• Maintain effective time management practices by prioritizing workflow to ensure deadlines are met.

• Use initiative to resolve a variety of complex administrative problems for faculty, staff, and other stakeholders.

• Ensure all employees are treated fairly and with mutual respect and understanding, regardless of cultural, religious, ethnic, and linguistic backgrounds, gender, identity, ages, or abilities.

Problem Solving

Incumbents use independent judgement in resolving various problems that involve faculty, staff, students and the general public. Incumbents in this position 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, firing and salary decisions of 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.

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 in Business, Health Care Administration or a related field, or equivalency (one year of education can be substituted for two years of related work experience) required. Two years office management and supervisory experience; demonstrated knowledge of finance and budgeting and public relations skills and demonstrated human relation and effective communication skills are also required.

This position has no responsibility for providing care to patients.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

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.