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Administrative Officer

2 months ago

Salt Lake, Utah, United States University of Utah Full time
Job Summary

This role is crucial in maintaining a positive and welcoming environment for visitors and staff alike as the primary front desk representative.

The Front Desk Administrative Officer position offers the opportunity to be the backbone of a department, providing crucial support to advancement units and ensuring smooth day-to-day operations.

You will wear many hats, utilizing your organizational skills, communication expertise, and attention to detail to excel in a variety of tasks.

The incumbent will be required to prioritize tasks received from multiple units, staff members, and determine the order of importance.

You may coordinate work processes with other units and must be capable of handling multiple tasks simultaneously.

Responsibilities
  • Be the first point of contact: Greet visitors, answer phones, and direct inquiries to the appropriate person or unit.
  • Keep things organized: Process and distribute mail and packages, create and maintain filing systems, and manage office supplies.
  • Master the schedule: Schedule appointments, set up meetings, and ensure conference room technology is functional for productive gatherings.
  • Become a department ambassador: Answer questions about the organization and its activities, providing a positive first impression.
  • Support core functions: Assist with word processing, data entry, and general secretarial duties to contribute to departmental efficiency.

Maintain a smooth-running office: Keep office equipment functioning by arranging for service calls when needed and manage inventory by creating shopping lists.

Oversee the operations of the employee lounge and work with vendors to ensure kitchen equipment is working properly, the dishwasher is regularly run, and the lounge is cleaned and maintained.

Requirements
  • Bachelor's degree in Business, Finance, or a related field, or equivalency.
  • Three years of experience in maintaining complex financial records, developing and monitoring departmental budgets, and preparing related reports.
  • Demonstrated organizational, human relation, and effective communication skills.

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