Job Description

Administrative Assistant - Research Mission

The Department of Psychiatry at the Huntsman Mental Health Institute is seeking an Administrative Assistant to provide administrative support for the Research Mission. In this role, you will focus on scheduling mission activities, ensuring scheduled events run smoothly, and communicating with mission staff and faculty. Candidates should have a demonstrated ability to prioritize tasks received from multiple people and to determine the order of importance to meet a variety of deadlines. Discretion and good judgment in daily work is a must. A successful candidate helps maintain an inclusive, transparent and supportive work environment while displaying a positive attitude. Experience with University of Utah Health processes is a plus. On a daily basis, this position will interact with mission leadership, staff and faculty, and provide administrative expertise and support. Our ideal candidate will have a experience in a fast-paced, large organization. We are looking for someone who is a skilled communicator, detail-orientated, and able to work productively in a rapidly changing environment. This position offers an opportunity to work in one of the nation's premier mental health institutions and make a real difference in the industry. You can read more about our research here. Please note that this position must have their own transportation and a valid driver's license to fulfill position duties.

Responsibilities

Essential Functions:

1. Develops processes to assist in workflow management
2. Provides administrative support to mission leadership by scheduling appointments, coordinating meetings and conferences and maintaining and ordering office supplies.
3. Ensure all department meetings run smoothly by providing appropriate administrative, AV, agendas, and other support necessary for meeting success
4. Obtain and deliver mail and other items relevant to Department operations
5. Supports department events in collaboration with other department staff
6. Actively coordinates with mission and institute personnel to ensure smooth and timely administrative support
7. Maintains inventory of and serves as liaison for research mission supplies and equipment
8. Develop and maintain a knowledge base for research mission procedures, processes and other information; ensure accessibility, transparency and awareness of the knowledge base
9. Provides hiring and onboarding assistance for staff
10. Assists with space management including building access
11. Circulates research opportunities and other information
12. Partners with internal areas, such as Marketing, to gather, organize and share materials to further the research mission
13. Assists with payroll processing
14. Assists with purchasing and invoice processing

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. This position is patient-sensitive and must fulfill all associated requirements. We protect our patients, coworkers and community by requiring all patient-sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

+ Five years full time administrative assistant or office management experience.

+ Experience with University of Utah Health processes and procedures.

Type

Benefited Staff

Special Instructions Summary

Additional Information

The University is a participating employer with Utah Retirement Systems ("URS"). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS' post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules. This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients. All qualified individuals are strongly encouraged to apply. Veterans' preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities. The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran's status.

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