"Alerted.org

Details

**Open Date** 07/18/2025

**Requisition Number** PRN42576B

**Job Title** Administrative Assistant

**Working Title** Front Desk Receptionist

**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 8am-5pm

**VP Area** President

**Department** 01744 - Workplace Services

**Location** Campus

**City** Salt Lake City, UT

**Type of Recruitment** External Posting

**Pay Rate Range** $22.00 to $23.00 / Hour

**Close Date** 10/18/2025

Priority Review Date (Note - Posting may close at any time)

Job Summary

Provides complex administrative support for department management. Coordinates and oversees the work of support staff.

Responsibilities

Essential Functions

1. Performs reception duties, handling incoming calls, greeting and directing guests, processing mail.

2. Assists building engineers and facility managers with dispatching day porter, data entry, and scheduling vendors.

3. Provides administrative support to upper-level department management scheduling and supporting meetings, recording, and publishing meeting minutes, drafting correspondence and transmittals.

4. Orders office supplies, catering, and other goods/materials in accordance with established budgets and procedures.

5. Prepares correspondence, including composing routine letters and tenant communications, emails, maps, and memos.

6. Prepares reports and materials using Microsoft Excel, Word, and PowerPoint.

7. Assist Facility Manager with basic diagnostics of AV equipment in conference rooms.

8. Provides exceptional customer service and acts as a liaison between the department, tenants and their customers.

9. Organize setup/cleanup for events being held in the building.

10. Creates and updates forms, policies, building rules and regulations, maps and floorplans, and other documents.

11. Tracks utility consumption through updating established utility profiles and Energy Star website.

12. Updates and maintains Tenant Directories and departmental contact lists.

13. Uses Computerized Maintenance Software to track labor hours.

14. Maintains electronic and hard copy departmental files.

15. Process work orders associated with building access and parking permits.

16. Assists department with business planning, goal setting, and development of departmental policies, procedures, and budgets.

17. Collects, organizes, and analyzes data and information for specialized reports.

18. Assists with the implementation of department and University policies and procedures.

19. Proactively provides additional general office support, making recommendations as appropriate.

Problem Solving

The incumbent will function as a key member of the administrative support staff for the department and should possess strong communication and interpersonal skills. The incumbent may be required to prioritize tasks received from multiple staff members and determine the order of importance. The incumbent must use discretion and judgement when scheduling appointments and in screening calls. The incumbent may coordinate work processes with other team members, departments, community, governmental or regulatory agencies and must understand the objectives and policies governing the activities of the department and be able to effectively communicate this information to interested parties.

Comments

In addition to the essential functions listed for this position, incumbents in this position may be assigned to complete the duties and demonstrate the competencies needed for the Executive Secretary position.

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 AV equipment and Zoom class monitoring preferred.

**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.