Administrative Officer

Description

Job Summary:

The Administrative Officer provides complex administrative support for staff in the University Advancement Office and handles administrative matters relating to the total functioning of the department. Direct responsibilities are connected to coordination and organization of university travel and purchasing card processes, departmental practices and record keeping, and scheduling logistics. This role will also provide direct support to the Director of Administration with onboarding logistics for new employees and staff morale initiatives.

The successful candidate will have the ability to exercise good judgment in a variety of situations, strong written and verbal communication, administrative, time-management and organizational skills, social and emotional intelligence, and the ability to triage and manage multiple priorities and projects. The successful candidate will be a detail-oriented self-starter with a strong work ethic and customer service orientation, will possess superior scheduling and organizational skills, will display the ability to work independently on projects from conception to completion, and will be able to meet deadlines. A successful candidate must have operational knowledge of Microsoft Office and related computer software including, Outlook, Power Point and Word/Excel.

Priority will be given to applicants who apply before September 8, 2022.

As a part of the University of Utah, the University Advancement division is deeply committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion ( EDI ). We embrace this commitment to grow and maintain a diverse, safe, and inclusive workplace culture for all employees in University Advancement. With an increasingly diverse population of alumni and donors, we recognize that nationally the most successful advancement offices employ individuals who can connect with these diverse communities and understand approaches that mirror a broad perspective of cultures, values, and experiences. The long-term strength and viability of the University of Utah stem from the ongoing EDI practices, and we work intentionally to ensure these efforts are reflected in all aspects of our fundraising and advancement work. We highly encourage applications from historically underrepresented minority groups, persons with disabilities, persons who have served in the military, and others who would bring additional dimensions of education and experience to our team.

At University of Utah, we ask a lot of our employees, which is why we give so much in return. In addition to your competitive salary, medical/dental/vision/life plan and and up to 14.2% contribution to your retirement plan, we have the following perks, including:

  • Flexibility : Two – Four days a week (depending on your work) feel free to skip the commute and hit your deadlines from home.
  • Office Culture : we have a highly collaborative office. Dress code is relaxed business/casual – we want you to be comfortable. Plus you’ll have cohort of peer fundraisers with whom you can strategize and collaborate.
  • Wellness in action : take advantage of our many health and wellness programs on-campus and virtually. This includes mental health and resiliency support, discount on outdoor recreation rentals and Eccles Student Life Center, nutrition services, and more.
  • Community : Discounted and sometimes free admission to arts, cultural, museum, lectures and select sporting events on campus.
  • Learning : In addition to the many free educational opportunities on campus, the University offers 50% tuition reduction for eligible employees and their families. We also offer many professional development opportunities and an annual budget to develop your skills.

Other benefits and services include:

Flexible Spending Accounts ( FSA )
Supplemental Retirement Savings Plans (403(b), Roth 403(b), 457(b))
WellU Employee Wellness Program
Accidental Death and Dismemberment Insurance (AD&D)
Supplemental Life Insurance Employee Assistance Program ( EAP )
Long Term Care Insurance
Hyatt Legal Plans
UESP 529 College Savings Plan
Auto/Home Insurance
Family and Medical Leave Act

Responsibilities:

  • Maintains exceptional level of professionalism and discretion in managing a variety of complex administrative issues, communications, and interactions.
  • Assists Director of Administration with the implementation of department policies and practices in compliance with University, state, and federal policies and procedures.
  • Manages administrative needs of University travel for department staff; serves as travel arranger and is responsible for reconciling accounts and preparing expenditure statements for trips in Concur.
  • Provides organizational support for employee morale initiatives and events.
  • Coordinates the collection and preparation of operating reports for record maintenance; direct responsibilities to travel card, purchasing card and general office operations documentation.
  • Assists with planning and implementing the department workflow for general human resource management, such as onboarding and offboarding process for departmental employees.
  • Maintains budget records, such as reconciling accounts and preparing expenditure statements to assist with budgetary management.
  • Provides administrative support to department management by scheduling appointments, coordinating meetings and maintaining and ordering office supplies
  • Collects, organizes and analyzes data for specialized reports

Problem Solving:
This position is responsible for solving office problems such as scheduling and travel issues, solving staff, faculty and student problems or directing them to someone whom can. Plans and expedites the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.

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
Bachelor’s degree in Business, Finance, or a related field, or equivalency (2 years related work experience may be substituted for 1 year of education). Three years experience that includes specific involvement in maintaining complex financial records, developing and monitoring departmental budgets and preparing related reports; and 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.

Preferences
Type: Benefited Staff

Additional Information
The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.

Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are 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. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action:

Director/ Title IX Coordinator
Office of Equal Opportunity and Affirmative Action ( OEO /AA)
135 Park Building Salt Lake City, UT 84112
801-581-8365

Online reports may be submitted at oeo.utah.edu
For more information: https://www.utah.edu/nondiscrimination/

To inquire about this posting, email: (%) or call 801-581-2300.

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.