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Assistant to the Chair

Employer
University of Utah
Location
Utah, United States
Salary
Salary Not specified
Date posted
Feb 28, 2024

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Position Type
Faculty Positions, Business & Management, Accounting & Finance
Employment Level
Administrative
Employment Type
Full Time


Assistant to the Chair

Job Summary

The Department of Biomedical Informatics (DBMI) seeks a skilled administrative assistant to assist the Department Chair with his daily schedule, including but not limited to scheduling of appointments, coordinating meetings/conferences, arranging travel and processing reimbursements.  The ideal candidate should have excellent oral and written communication skills, as duties include writing and distributing email, correspondence memos, and letters on behalf of the Department Chair and senior leadership. This position will report directly to the Director, Strategic Operations to ensure the efficient and smooth day-to-day operations of DBMI's administration.

Responsibilities
Responsibilities:
  1. Schedules, plans, and coordinates the scheduling of appointments, coordinating meetings, and conferences of department chair. This includes preparing agendas, tracking attendance, and taking detailed minutes.
  2. Arranges travel for department chair, including processing timely reimbursement of travel expenses.
  3. Provides administrative support to upper-level department management by scheduling appointments and coordinating meetings and conferences.
  4. Collects, organizes, and analyzes data for specialized reports, as requested by department chair and/or department management.
  5. Acts as liaison with other executive and senior administrative assistants to handle requests and queries from senior leadership across campus.
  6. Assists with the planning and execution of department events, meetings, and conferences.


PROBLEM SOLVING
Incumbents use independent judgement in resolving various problems that involve faculty, staff, students and the general public. Must use judgement and discretion when advising others of the executive’s view on policies and other issues. This position initiates and has input in the hiring and employment decisions related to subordinate staff.

Incumbents in this position may be required to represent the executive at meetings and interact with individuals at the highest levels in public and private organizations on a local and national basis.

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 Environment and Level of Frequency typically requiredNearly Continuously: Office environment.Physical Requirements and Level of Frequency that may be requiredNearly 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, Health Care Administration or a related field, or equivalency (one year of education can be substituted for two years of related work experience). Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. Demonstrated human relations and effective communication skills are also required.

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

Preferences
Previous experience as an Administrative or Executive Assistant, or University of Utah experience may be preferred.

Special Instructions
Application target review date: 3/15

Requisition Number: PRN37817B
Full Time or Part Time? Full Time
Work Schedule Summary:
Department: 00241 - Biomedical Informatics
Location: Campus
Pay Rate Range: $50,000 - $60,000
Close Date:
Open Until Filled: Yes

To apply, visit https://utah.peopleadmin.com/postings/161025


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