Administrative Assistant - Full Time

Qualifications:

Associate degree in business or equivalency (2 years related work experience may be substituted for 1 year of education) 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.

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

Responsibilities:

The Administrative Assistant provides complex administrative support for the Director, Marketing, and the Sales Department of the University Guest House & Conference Center.

Answers Conference Center phone, assisting potential clients with information about the hotel & conference center including availability, pricing, etc. Greets clients and visitors, directs them to proper person. Gives tours of conference center and meeting spaces. Prepares contracts, attends staff meetings, prepares minutes from various meetings. Assists with marketing efforts including e-blasts, mailings, and social media updates. Coordinates all social media postings. Orders supplies, updates informational boards and communication posts. Collects, organizes and analyzes data for specialized reports. Coordinates the collection and preparation of operating reports including sales forecasts, etc. Schedules meetings and conferences in scheduling software, makes changes to existing reservations upon client’s requests. Communicates with other areas of the department including Maintenance, Housekeeping and Conference Services when clients need assistance. Prioritizes tasks received from multiple staff members, determines the order of importance. Understands department and University policies and procedures and assists in implementing them. 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.

• 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.

Preferences:

Hotel and/or conference secretarial or clerk experience preferred. Knowledge of Social media channels preferred

Applicants must apply through the Univesity of Utah jobs website:

http://utah.peopleadmin.com/postings/51883

The University of Utah is an Affirmative Action/Equal Opportunity employer and is committed to diversity in its workforce. In compliance with applicable federal and state laws, University of Utah policy of equal employment opportunity prohibits discrimination on the basis of race or ethnicity, religion, color, national origin, sex, age, sexual orientation, gender identity/expression, veteran’s status, status as a qualified person with a disability, or genetic information. Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities, and protected veterans are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law.
To inquire about this posting, email: [email protected] or call 801-581-2300. Reasonable accommodations in the application process will be provided to qualified individuals with disabilities. To request an accommodation or for further information about University AA/EO policies, please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/TDD), email: [email protected].


The University is a participating employer with Utah Retirement Systems (“URS”). To be eligible for retirement contributions, you must be hired into a benefit-eligible position. Certain new hires are automatically assigned to the URS retirement plan and other employees with prior URS service, may elect to enroll in the URS within 30 days of hire. Regardless of whether they are hired into a benefit-eligible position or not, individuals who previously retired and are receiving monthly retirement benefits from URS must notify the Benefits Department upon hire. Please contact Utah Retirement Systems at (801)366-7770 or (800)695-4877 or the University’s Benefits Department at (801)581-7447 for information.


This position may require the successful completion of a criminal background check and/or drug screen.