Details

Open Date 02/21/2025

Requisition Number PRN41252B

Job Title Executive Secretary

Working Title Executive Secretary

Job Grade C

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Standard Hours per Week 30

Full Time or Part Time? Part Time

Shift Day

Work Schedule Summary

M-F 8-5 Flexible for 30 hours per week

VP Area U of U Health - Academics

Department 01720 - PHS - HEALTH SYS INNO & RSRCH

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 15 to 21.63

Close Date 05/21/2025

Priority Review Date (Note - Posting may close at any time)

Job Summary

The Department of Population Health Sciences is seeking a motivated, meticulous and professionally mature individual to provide complex administrative support for PHS Faculty, their related programs, and department. This position is a hybrid position providing virtual and in-person support at our office in Research Park as needed.

TheDepartment of Population Health Sciencesis a hub for education, investigation and methodological expertise in population health. Through a diverse faculty in three Divisions, including Cancer Population Sciences, Biostatistics, and Health System Innovation & Research, we provide expertise and infrastructure to advance capacity for impact-driven research and support clinical professionals in providing better patient and population-oriented care in an increasingly complex health care delivery system. Through our research, education, and community engagement activities, we promote patient-centered health care and the delivery of evidence-based health innovations that improve population health and reduce health disparities within our community. Through high impact research, we strive to contribute to a world where all individuals have the opportunity to enjoy the highest attainable standard of health. The department is highly interdisciplinary, collaborative, and innovative, and we seek people who will thrive in this environment.

Responsibilities

• Administrative Support :

• Provides administrative support to faculty, supervisor, and appropriate programs.

• Assists with PhD program needs, including administrative support and coordination.

• Provides additional general office support such as greeting and directing visitors, handling incoming calls, and processing mail.

• Correspondence and Communication :

• Prepares correspondence, including composing routine letters and memos.

• Reviews and manages a faculty email account daily, prioritizing email responses based on urgency and importance.

• Scheduling and Coordination :

• Schedules appointments and maintains a faculty’s calendar, ensure faculty attendance.

• Makes arrangements for meetings, conferences, travel and faculty recruitment committees and visits.

• Creates task lists, follows up on items, and confirms completion of tasks.

• File and Supply Management :

• Establishes and maintains confidential files.

• Orders and maintains supplies as needed.

• May distribute mail and other supplies for the department.

Minimum Qualifications

High school diploma or equivalency (one year of education can be substituted for two years of related work experience). Four years full time secretarial experience or equivalency, word processing and spreadsheet software skills and demonstrated human relation and effective communication skills also required.

Knowledge of business writing preferred.

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

Preferences

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. 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 ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.