Admin Assist / Visual & Graphic Designer

Administrative Assistants

This job is a dual job in many ways. The role integrates work of an administrative assistant but also acts as the Division's point of contact for design and website functions. They will act as the Division's HSC webmaster (training is available) and maintain the internal and external websites. The role requires a creative eye, but not necessarily traditional training or background in this type of job function. They should become familiar with the U's branding rules and regulations. This role will also act as the Division's faculty affairs liaison and work closely with the DAC chair and Uhealth Academic Affairs office. They will need to be highly organized and maintain good interdepartmental relations and pay close attention to details and deadlines. Some other duties as assigned could include cross coverage items for other administrative duties or functions within the Division. This job will qualify for nearly 100% remote work aside from occasional Division meetings / events in SLC (MUST RESIDE IN UTAH). A set schedule will need to be maintained to continue a remote work schedule. The role would be 0.5 FTE and there could be potential for more hours / job responsibilities.

Responsibilities

Administrative Assistants, I | Administrative Assistants, II

• Track and organize faculty recruitment materials and hiring checklists.
• Assist with preparing offer letters and memos using templates.
• Support onboarding processes, including license and credentialing submissions.
• Communicate with faculty, staff and University offices in a professional manner and act as Division liaison.
• Faculty Affairs processes such as FARA, Tenure clock adjustments, TFR, CFR, faculty leave, reviews and parental leave tracking. Appointments, renewals and terminations. CV updates.
• Committees as assigned.
• Maintain databases and spreadsheets to track progress on faculty appointments.
• Assist with digital file management and scheduling tasks.
• Assists in any social media or Internet postings.
• Create and maintain division social media presence.
• HSC Webmaster for OEH Division will be required to perform the necessary training. Maintain internal and external websites.
• Provide support for other Division level projects and programs as needed.

Minimum Qualifications

EQUIVALENCY STATEMENT : 1 year of higher education can be substituted for 1 year of directly related work experience (Example : bachelor's degree = 4 years of directly related work experience). Department may hire employee at one of the following job levels :

Preferences

Experience with Docusign, Microsoft Planner, Adobe, Qualtrics or Canva is a plus. Familiarity with academic or clinical environments a plus. Previous administrative, design or website creation experience preferred. Ability to work independently but can navigate the nuances of remote work and still maintaining team dynamics and support.

Special Instructions Summary

Additional Information