Administrative Assistant

Job Summary

The Dean's Office in the College of Fine Arts is seeking an experienced Administrative Assistant to join our high-functioning and collaborative team. The Administrative Assistant will handle administrative matters and provide direct support for the Associate Dean for Faculty & Academic Affairs, the Associate Dean for Research and the Finance & Operations Officer.

Responsibilities

1. Handles administrative matters regarding day-to-day operations and procedures of the College of Fine Arts. Examples may include:

• Provides administrative support to upper-level College management by scheduling appointments for two Associate Deans and Finance & Operations Officer, coordinating meetings and maintain calendars for shared spaces within the College.

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

• Prepares and delivers correspondence

• Creates and distributes faculty eNewsletter

• Organizes faculty workshops and events

• Ensures accuracy of CFA website

• Serves as "back-up" to other administrative support staff in the Dean's Office

2. Monitors budgets and expenditures to ensure limitations are not exceeded. Examples may include:

• Reviews financial documents for accuracy and completeness

• Reconciles Management Reports

• Monitors the Associate Dean with Faculty & Academic Affairs budget

• Assists with high-level oversight of College of Fine Arts facilities safety and administration

3. Coordinates details such as purchasing activities, personnel actions, document control, account coding for financial transactions and overseeing the maintenance of departmental records. Examples may include:

• Maintains electronic financial filing system

• Facilitates several internal grant processes - including notifications, award tracking, and collecting final reports

• Provides administrative support for the Staff & Faculty Excellence Awards

• Initiates and reconciles travel for Associate/Assistant Deans

• Reallocates Dean's Office purchasing card transactions and oversees PCard audit

4. Reviews changes in university policy, federal regulations and contractual requirements and coordinates implementation procedures. Examples may include:

• Manages the college's curriculum, requisite reporting, and catalog processes

• Assists with Faculty Activity Report Administration

• Provides assistance with data collection and compilation for the College

5. May assist in developing College procedures as needed.

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 Conditions

Nearly continuously: Office Environment

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

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.

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

Preferences

Demonstrated written and oral communication skills required. Familiarity with University of Utah policies and procedures, as well as U of U business systems preferred. The successful candidate will have:

• Strong organizational skills that include the ability to perform and prioritize multiple tasks

• Attention to detail and creative problem-solving skills

• Advanced computer skills and the ability to learn new software programs quickly

• Capacity to work independently and effectively handle complex projects with sensitivity to priorities and shifting demands from various staff members

• Capacity to cultivate and maintain positive and collaborative working relationships with colleagues at all levels of the University

• Excellent interpersonal skills, emotional maturity, and discretion in handling sensitive and confidential information

Special Instructions

Requisition Number: PRN41607B

Full Time or Part Time? Full Time

Work Schedule Summary: Monday-Friday, 8:00am-5:00pmSome evenings and weekends with advance notice

Department: 00070 - College of Fine Arts-Dean

Location: Campus

Pay Rate Range: $19.00 - $24.03/hour ($39,500 - $50,000)

Close Date: 7/9/2025

Open Until Filled:

To apply, visit https://apptrkr.com/6141537

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