Office Assistant

Details

Open Date 11/14/2024

Requisition Number PRN40335B

Job Title Office Assistant

Working Title Office Assistant

Job Grade B

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

M-F 8am – 5 pm

VP Area President

Department 00429 - University Print & Mail Srvs.

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $16.83 - $20.00/h DOE

Close Date 02/14/2025

Priority Review Date

Job Summary

The Office Assistant greets and assists visitors in person, over the phone, and via email, providing them with necessary information or directing them to appropriate departments or individuals. This position also provides support to Customer Service Representatives (CSRs) with tasks such as order entry, organizing web orders, and other administrative duties as needed. The role is critical in maintaining a welcoming and efficient office environment. Other light administration duties may be assigned when needed.

Responsibilities

1. 
   

   Oversee clerical tasks like sorting and sending packages/mail back to our distribution area, maintaining files, scanning tickets, and keeping an inventory of office supplies or finished goods. Familiar with standard Microsoft office software including Outlook for email. Must be willing to learn MIS software tasks. Use standard web browsers and MS Teams.

   
   


2. 
   

   Welcome and direct visitors to the appropriate person or office.

   
   


3. 
   

   Answer incoming calls, provide customer aid, and route customers to the correct contact as necessary.

   
   


4. 
   

   Assist customers with the pick-up and drop-off of print jobs, packages, and mail, and schedule deliveries with the logistics team as needed.

   
   


5. 
   

   Process registers transactions efficiently and accurately.

   
   


6. 
   

   Sort incoming email and route to the appropriate Customer Service Representatives.

   
   


7. 
   

   Support customers with online orders and assist with order entry in internal systems.

   
   


8. 
   

   Provide information about the organization and its activities for callers and visitors.

   
   


9. 
   

   Maintain office equipment, arrange for repairs or service as required.

   
   


10. 
    

    Willing to help with simple hand work production tasks when needed.

    
    

Note : This job description is not intended to list all duties, responsibilities, or qualifications associated with the role.

Minimum Qualifications

High school diploma or equivalency (one year of education can be substituted for two years of related work experience) required. One year full-time customer service experience or equivalency, demonstrated human relation and effective communication skills also required.

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

Preferences

Type Benefited Staff

Special Instructions Summary

Additional Information

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.

The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.

All qualified individuals are strongly 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 ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

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.