Skip to Main Content

Manager, Administrative

Please see Special Instructions for more details.

Please include a resume and a letter of introduction with the application.

Announcement

Details

Open Date 08/08/2023
Requisition Number PRN35963B
Job Title Manager, Administrative
Working Title Manager, Administrative
Job Grade E
FLSA Code Administrative
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
Monday through Friday, 8:00 am to 5:00 pm.
VP Area Academic Affairs
Department 00124 - Mathematics
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 39300 to 72700
Close Date
Open Until Filled Yes
Job Summary
Under minimal supervision, responsible for planning, organizing, directing and/or controlling all aspects pertaining to administrative functions of assigned department’s internal and external customer service, staff managment and financial management operations pertaining to areas including (but not limited to) data/records maintenance, supply management, transcribing/dictation, word processing, telecommunications, office equipment maintenance, and office support. Acts as a catalyst between the department and its customers and staff to ensure continuity and quality of service and care.
Responsibilities
Administrative Assistant to the Chair: Provides complex administrative support regarding all faculty issues and concerns. Provide administrative assistance to faculty and staff to maintain departmental objectives and ensure that university policies and procedures are being adhered to. Work closely with Dean’s office to comply with all faculty requests and issues with administration and outside entities. Multifaceted problem solving relating to faculty and staff (departmental) concerns or problems.
· Coordinate and maintains calendar and all related requests for Chair of the Department.
· Schedule meetings and appointments for Chair, oversee all correspondence for the Chair. Liaison for Chair with department members, university and administration, students, and outside entities.
· Maintains all departmental and faculty files and records.
· Retention, Promotion, and Tenure issues for tenured and tenure-track faculty (Formal and Informal Reviews).
· Faculty Reviews (TFR and career-line faculty retention and promotion and reviews).
· Faculty Hiring (posting position in People Admin, MathJobs, print and on-line ads) for tenure-line, career-line, and postdoctoral positions.
· Sabbatical and all other leaves for faculty.
· Maintenance of personnel records for faculty (excluding payroll).
· Visa (work with the Office of General Counsel for visa and green card applications).
· Work with the International Scholar’s Office for visitors who need a visa and the set-up of appointments for visiting faculty and students.
· Office Assignments.
· Visitor Appointments.
· Faculty Meetings – Attend faculty meetings as needed and take minutes of the meetings.
· Course Evaluations.
· Travel.
· Reimbursements.
· Emeritus Requests and Phased Retirement Requests.
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 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 a related area or equivalency (one year of education can be substituted for two years of related work experience). Four years of progressively more responsible management experience. Background knowledge of hiring department’s area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department. Completion of provided supervisory training within one year of employment may be required.

Master’s degree in a related area may be preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Preference may be given to applicants who have experience working with all aspects of faculty records at the University (RPT, TFR, hiring, visa applications).
Type Benefited Staff
Special Instructions Summary
Please include a resume and a letter of introduction with the application.
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)

383 University Street, Level 1 OEO Suite

Salt Lake City, UT 84112

801-581-8365

oeo@utah.edu


Online reports may be submitted at oeo.utah.edu

For more information: https://www.utah.edu/nondiscrimination/


To inquire about this posting, email: employment@utah.edu 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.

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.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a related Bachelor's degree or equivalency? (2 years related work experience may be substituted for 1 year of education)
    • Yes
    • No
  2. Do you have any experience in a higher education setting dealing with retention, promotion, and tenure.
    • Yes
    • No
  3. What University processes are you familiar with (if any)? (Travel, accounting, grants and contracts, etc)?

    (Open Ended Question)

  4. Do you have previous university experience? If yes, please list those details/information.

    (Open Ended Question)

  5. Are you a current (or past) University of Utah employee?
    • Yes
    • No
  6. How many years of related work experience do you have?
    • Less than 2 years
    • 2 year or more, but less than 4 years
    • 4 years or more, but less than 6 years
    • 6 years or more, but less than 8 years
    • 8 years or more
  7. Indicate the number of years of management experience that you have:
    • Less than 2 years
    • 2 year or more, but less than 4 years
    • 4 years or more, but less than 6 years
    • 6 years or more, but less than 8 years
    • 8 years or more
  8. How many months/years of general office experience do you have?
    • No experience
    • Less than 6 months
    • 6 months or more, but less than 1 year
    • 1 year or more, but less than 3 years
    • 3 years or more

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Appropriate discharge document (such as a DD-214 – Member Copy 4) – Veteran Only – Call 801.581.2169
  2. Addendum to the University of Utah - Veteran Only - Call 801.581.2169 after submission
  3. Curriculum Vitae