Administrative Assistant

Job Summary

Perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers. Complete routine tasks under moderate supervision.

Qualifications

1-year related experience
High school diploma

Responsibilities

• Be highly detailed, organized and have effective communication skills while multi-tasking and problem-solving quickly and efficiently to provide complex office support to administrative staff and faculty
• Make time management decisions that ensure all duties are completed in a timely manner
• Be familiar with both department and University policies, procedures, and organizations to assist with program planning and implementation
• Demonstrate sensitivity to others' needs while being understanding, helpful and keeping sensitive information confidential
• Greet and communicate with staff, faculty, students and visitors to answer questions and disseminate information
• Answer telephones, keep detailed messages, aid and direct callers and visitors to the appropriate person or office
• Receive, sort, and distribute incoming and outgoing mail and packages
• Schedule and arrange meetings
• Respond to queries from, coordinate, and attend activities with student/staff/faculty, other departments, the community, and program partners
• Actively sit on and participate in committees and meetings
• Assist with word processing, data entry, Internet, and record searches; maintain reports by gathering and assembling data; proficiency with Word, Excel, PowerPoint, and Adobe Acrobat Pro required
• Review and process documents and requests; Create and maintain files
• Assist in the creation and distribution of program materials, forms, and general correspondence
• Maintain and actively update department social media accounts
• Review and process applications through University systems and related forms; ensures compliance with university and department policies, procedures, and regulations
• Organize and maintain cleanliness of departmental areas
• Maintain office equipment; arrange for service calls as needed
• Order, restock, and distribute department supplies; may be required to lift up to 25lbs occasionally
• Completes other tasks assigned; This is not inclusive of all job duties. Additional job responsibilities may be assigned as needed.

Action Items

1. Please have one professional letter of recommendation emailed to tiffany.obonnon@pharm.utah.edu.
2. Provide a copy of a verified typing certificate within the last 90 days (e.g., Typing.com, keyhero.com) and upload into Applicant Documents - Other.