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Administrative Assistant
2 months ago
This position provides complex administrative support for the Associate Vice President for Student Health and Wellness and Assistant Vice President for Student Health and Wellness for Health Sciences and their reporting line in Student Affairs. The administrative assistant will work closely with the AVPS of Student Health and Wellness to ensure efficient departmental operations for University Counseling Center, Center for Campus Wellness, Student Health Center, Financial Wellness Center, Center for Disability & Access, and Center for Recreation Services. The administrative assistant will also provide primary administrative support and will report directly to the Associate Vice President for Student Health and Wellness and Assistant Vice President for Student Health and Wellness for Health Sciences. This position supports by organizing, directing and maintaining day-to-day operations of the office. This position will work collaboratively with the AVPS of Student Health and Wellness and Manager, H&W Strategic Initiatives, and other wellness colleagues to ensure successful execution of activities and operations to support student health, wellness and academic success. This position calls for the ability to manage multiple tasks and competing projects in a fast-paced environment and the capacity to navigate ambiguity. The AVPS of Student Health and Wellness works with sensitive situations and discretion and awareness of HIPPA & FERPA are required.
Responsibilities
1. Manage day-to-day operations which include: general office support such as greeting and directing visitors, handling incoming calls and processing mail; orders and maintains supplies for the department; makes arrangements for meetings and conferences; schedules appointments and meeting for department members. 2. Attends and coordinates weekly office staff meetings. Reserves space for these meetings. 3. Maintains oversight of AVPS of Student Health and Wellness email accounts to ensure emails are answered in a timely and efficient manner. 4. Assists with the maintenance of department budgets by processing all office purchasing cards transactions and receipts and is responsible for all reallocations of transactions to their proper accounts within the AVPS of Student Health and Wellness budget. 5. Coordinates all travel needs, including reimbursement forms (in the compiling, disbursing, collecting, analyzing and completing of) in-house travel arrangements, and distributing of travel monies from the office. 6. Acts as the liaison between Chartwells catering and AVPS of Student Health and Wellness for all mandatory Union catering needs, as well as any other Chartwells catering needs. 7. Lead the formulation of administrative processes for office operations, ensuring strict adherence to University of Utah policies and procedures. 8. Assists with the development and management of department budgets. 9. Support procurement of office supplies, equipment, maintenance contracts, materials/resources for office operations and events, and manage travel requests. 10. Support the hiring and onboarding process for new employees, including coordinating communication, scheduling interviews, liaising with faculty and staff contacts, and managing incoming supporting documents. 11. Assist in coordinating event activities, including scheduling space reservations, arranging catering, and distributing event marketing materials in collaboration with the director and/or program lead. 12. Maintains budget records, such as reconciling accounts and preparing expenditure statements. 13. Collects, organizes and analyzes data for specialized reports. 14. Coordinates the collection and preparation of operating reports. 15. Assists with the implementation of departmental guidelines and ensures that operations adhere to University policies and procedures. 16. Other duties as assigned. This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job. Work Conditions Nearly continuously: office environment 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.
