Job Description

University of Utah Job Description

Job Summary

Coordinates the support staff activities within a department. Assists with financial planning, goal setting, policy and procedures planning and implementation. Oversees the usage and maintenance of departmental resources.

Qualifications

Eight years of experience coordinating a large and complex office environment or equivalency; previous experience and working knowledge of budgeting, payroll, purchasing and personnel regulations; demonstrated interpersonal skills both in management and group decision-making; and organizational, written and oral communications skills required. A commitment to provide excellent customer service is also required. Formal training in accounting management and office automation would be desirable.

Bachelor's degree in Management or equivalency is preferred.

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

Disclaimer

This job description has been designed to indicate the general nature and level of work performed by employees within this classification.  It 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.

Essential Functions

1. Advises chairperson, director or dean on appointments, policies, procedures, deadlines for promotion, retention and tenure issues. Handles confidential material related to faculty searches. Coordinates activities of the same with their research office, laboratory, teaching, and administrative obligations.
2. Responsible for department personnel administration and related budget matters, personnel planning and forecasting, and hiring and firing of clerical/secretarial staff. Supervises clerical/secretarial staff with delegation of assignments and work loads, solving problems arising between staff and faculty.
3. Oversees operations of a central office in terms of directing assignments of department staff. Handles confidential information such as files, records, and correspondence (composing of letters and memos). Coordinates meetings and appointments for key department personnel and faculty.
4. Acts as a liaison between the department and other offices and agencies both on and off campus.
5. Prepares special reports when needed by either department or university administration.
6. Assists with yearly budget preparation and recommends increases for staff members.
7. Reviews and edits research grant proposals by faculty to improve organization, grammar, clarity, etc. Coordinates assembly of materials prior to submission.
8. Acts as a resource for faculty and staff regarding matters related to and concerning University Policy and Procedures.

Problem Solving

The position has a high degree of autonomy in matters of personnel hiring, firing and disciplinary actions. He/she is responsible for the day-to-day operations of the department in the areas of personnel and academic matters and proceeds with little or no direct supervision by superiors.

Problems with hired staff, faculty matters, reports, implementation of university policy and procedures and purchases are all referred to and solved by the incumbent. Conflicts between faculty and staff, and routine non-academic conflicts between faculty members are usually resolved by this person.

Depending upon the area of assignment, this position may have executive and administrative secretaries, editorial assistants, graphic designers, and part-time support personnel reporting to her/him. The incumbent oversees a budget for salaries, benefits, and non-personal services. He/she keeps and maintains all confidential records pertaining to departmental administration and operation.

Comments

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.