Executive Assistant

Job Summary

The University of Utah is seeking an experienced, organized, detail-oriented, collaborative, and process-focused, individual to serve as the Executive Assistant for the Vice President for Student Affairs. This position provides dedicated support for both division-wide events, referrals, and initiatives, as well as individual support for executive leadership within Student Affairs.

Reporting directly to the Vice President for Student Affairs, this position serves as a key member of the Student Affairs team. This position holds key responsibilities such as overseeing day-to-day administrative matters in the Vice President's office such as screening and referring students and visitors to various Student Affairs and University departments, overseeing payroll and reconciliation for numerous accounts, and serving on several university and divisional committees. This position also provides administrative support to the Vice President for Student Affairs and others of the administrative team in preparing agendas, organizing meetings, events, and coordinating travel arrangements.

The selected candidate will act as a liaison between Student Affairs units and high-level University officials, members of the Board of Trustees, Utah System of Higher Education, as well as students, faculty, alumni, donors, and staff.

This position is an appointed position, which means that the selected candidate will serve at the pleasure of the President of the University of designee, in this case, the Vice President for Student Affairs. While this position is an appointed position, it does have an associated severance benefit attached to it should you be involuntarily released from your service for any reason other than for cause. The severance benefit provides for one month of salary and health insurance benefits for every year started in service in this position.

About Student Affairs

The Division of Student Affairs is comprised of more than 20 departments dedicated to supporting student well-being, belonging, and success, with the ultimate goal of helping students discover their passion, people, and purpose. Guided by the Adapting to Student Needs Strategic Plan, the division prioritizes revitalizing student engagement and belonging, optimizing health and wellness access, and developing personalized pathways for students.

Responsibilities

• Provide dedicated administrative assistance for University Executives, namely, the Vice President for Student Affairs and Assistant Vice President for Strategic Initiatives. This can include calendar management, event scheduling, meeting set-up, agenda management, and resource distribution.
• Receive, review, and triage daily requests for information, referrals, meetings, and logistics on behalf of the Vice President's Office and Division of Student Affairs.
• Assist with purchasing and budget requests, reconciliation, and budgetary forms and paperwork.
• Oversee payroll approvals for the Vice President's office suite staff.
• Serve on several university and division-wide committees such as commencement speaker planning, scholarship committees, etc.
• Track progress on divisional initiatives, institutional priorities, and compliance needs for divisional staff.

Minimum Qualifications

• Bachelor's degree (or equivalency) in Business, Finance, Health Care Administration or a related field.
• Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required.
• Demonstrated human relations and effective communication skills are also required.

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

Department-Specific Qualifications

• Knowledge and experience working with computer systems such as Microsoft Word, Excel, Outlook, and similar programs required.
• Strong written and oral communication skills, with the ability to represent student affairs at high levels of university governance.
• Demonstrated knowledge of finance and budgeting required.
• Strong organizational skills and ability to manage multiple projects at once and meet deadlines.
• Excellent collaboration skills, with experience building partnerships across academic, administrative, and student organizations.
• Demonstrated ability to effectively serve students from a variety of backgrounds, enhancing a sense of belonging and community across the entire student body.

Preferences

Experience in higher education and within student affairs is preferred.