BREO Administrative Assistant

BREO Administrative Assistant

Job Summary

The Biomedical Research Education Office (BREO) in the University of Utah Health Research Office seeks an Administrative Assistant with an interest in academic program coordination and administrative support for office management. BREO is a hub for graduate and postdoctoral training in the health sciences at the U of Utah. Our work is focused on four student-centered domains - graduate education, institutional training grants & fellowships, student development, and community & culture. This position will focus on the daily operations of BREO and administrative support for the BREO Director.

Administrative Assistants
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 group / 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.

Learn more about the great benefits of working for University of Utah: benefits.utah.edu

The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.

Responsibilities

BREO Specific Responsibilities:
1. Perform general office duties, such as answering phones, greeting guests, meeting catering deliveries, managing email, and other clerical tasks.
2. Provide administrative support to BREO Director by scheduling appointments, coordinating meetings and conferences and maintaining and ordering office/program supplies.
3. Assist colleagues with the planning and execution of large, sponsored events including the annual Snowbird Symposium and Bioscience Symposium.
4. Organize and distribute the bi-weekly BREO newsletter. This includes - collecting information from departments/organizations, organizing content, distributing newsletter via email, maintain email contact list.
5. Assist with common activities including taking meeting minutes, distributing information via listservs, coordinate course evaluations, provide course permission codes, managing common calendars and shared folders.
6. Support colleagues with routine financial tasks including reallocating expenses, collect and coordinate receipts for events and travel, data entry.
7. Foster positive working relationships with students, staff, faculty, and community partners.
8. Other duties as assigned.
The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.

Administrative Assistants, I 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 group / 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. Performs routine tasks as directed and under close supervision. Requires little to no related experience. This is an Entry-Level position in the Support track.

Administrative Assistants, II 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 group / 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. Completes routine tasks under moderate supervision. Requires at least 1 year of related experience. This is an Intermediate Level position in the Support track.

Administrative Assistants, III 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 group / 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. Completes assignments with little supervision. May assist less-experienced team members. Requires 3+ years of related experience. This is a Skilled Level position in the Support track.

Minimum Qualifications

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).
Department may hire employee at one of the following job levels:
Administrative Assistants, I: Requires little to no related experience.
Administrative Assistants, II: Requires at least 1 year of related experience.
Administrative Assistants, III: Requires 3+ years of related experience.