Administrative Officer

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Administrative Officer

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Announcement
Details

Open Date	10/19/2022
Requisition Number	PRN32649B
Job Title	Administrative Officer
Working Title	Administrative Officer
Job Grade	D
FLSA Code	Administrative
Patient Sensitive Job Code?	No
Standard Hours per Week	40
Full Time or Part Time?	Full Time
Shift	Variable
Work Schedule Summary	May have some occasional weekend and evening work.
VP Area	President
Department	00491 – Kingsbury Hall
Location	Campus
City	Salt Lake City, UT
Type of Recruitment	External Posting
Pay Rate Range	31600 to 58400
Close Date
Open Until Filled	Yes
Job Summary	The Administrative Officer handles administrative matters relating to the day-to-day functioning of UtahPresents. The position is primarily responsible for managing the UtahPresents budgets, which are comprised of both restricted and unrestricted program and operational revenues and expenses. The Administrative Officer assists the Executive Director in the development of the UtahPresents budgets, under the purview of the Associate Vice-President for the Arts at the University of Utah. Additional duties include daily accounting transactions, preparing financial reports, conducting special projects, processing department HR needs, and other duties as needed. UtahPresents is a mission-driven, non-profit, campus-based arts presenter located at the University of Utah with a focus on bringing diverse artistic and cultural experiences to the campus and the region. As stewards of the iconic Kingsbury Hall, UtahPresents provides a valuable gathering space for community events and campus partners. UtahPresents values individuals who can actively contribute to the diversity of viewpoints, cultural background experiences, and expertise of our staff. This position is considered Category I: Mandatory and required on campus or health care facilities to support on-site operations. Employees hired into this category will be required to be physically located at our location if they are healthy and without COVID-19 symptoms.
Responsibilities	1. Handle the administrative matters regarding day-to-day operations and procedures · Administer payroll and personnel actions in the Human Resource systems · Coordinate purchasing activities, including P.O.’s, Payment Requests, Campus Orders, and University Purchasing Cards · Assist with financial settlements with various user · Coordinate document control and overseeing the maintenance of departmental records · Track statistics for each season, maintaining historical statistics and generating reports · May develop departmental procedures as needed · Serves as back up to other administrative support positions as needed 2. Prepares and manages the budget under the Executive Director · Assist the Executive Director in creating departmental and event budgets based on previous revenues and expenditures · Manage UtahPresents budgets including the preparation of monthly budget summaries to keep the Executive Director and relevant staff apprised of expenditure and revenue status. 3. Administer UtahPresents finances and transactions · Track revenues and expenses for each program, grant, and event · Reconcile balance sheets, cash, general ledger, payroll accounts and supporting journal entries · Create journal entries and transfers · Support the Director in performing the monthly Evidence of Review and reconciling management reports 4. Support communication between UtahPresents and the University’s Financial and Business Services area, the College of Fine Arts Assistant Dean of Finance and Operations, and external entities. · Review changes in University policy, federal regulations and contractual requirements and coordinates implementation procedures · Oversee the annual audit including the collection of required materials and information · Provide financial information for grant applications and stewardship reports by completing various financial report templates • 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 Business, Finance, or a related field, or equivalency (2 years related work experience may be substituted for 1 year of education). Three years experience that includes specific involvement in maintaining complex financial records, developing and monitoring departmental budgets and preparing related reports; and demonstrated organizational, human relation and effective communication skills. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences	An advanced degree, such as a Master’s of Business Administration, and experience in the non-profit and/or arts sector is preferred. Knowledge, abilities, skills: · Knowledge of accounting principles and practices required · Analytical and budgetary skills and experience · Advanced computer knowledge and ability to remain current with programs, especially spreadsheets and data management programs. · Ability to maintain a high level of confidentiality and discreet judgment. · Ability to work without supervision and to make independent judgments. · Ability to work within a complex system and coordinate with appropriate departments. · Attention to detail and follow-through. · Strong communications and organizational skills. · Problem Solving: o The Administrative Officer has broad authority in the decision-making process regarding procedural decisions in record maintenance, the application of appropriate accounting classifications, approving expenditures and/or the commitment of unit resources. Non-routine problems may be handled independently but it is expected that such actions will be coordinated with the appropriate officials. o The Administrative Officer must correctly interpret regulations to ensure the University is in compliance with Federal, State and other requirements.
Type	Benefited Staff
Special Instructions Summary
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) 135 Park Building 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.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

*
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

*
How many years of experience do you have in maintaining complex financial records, developing departmental budgets and preparing related reports?

• Less than 1 year
• 1 year or more, but less than 3 years
• 3 year or more, but less than 5 years
• 5 year or more, but less than 8 years
• 8 years or more

Applicant Documents
Required Documents

Resume

Cover Letter

Optional Documents

Addendum to the University of Utah – Veteran Only – Call 801.581.2169 after submission

Appropriate discharge document (such as a DD-214 – Member Copy 4) – Veteran Only – Call 801.581.2169

University Human Resource Management
250 East 200 South, Suite 125 Salt Lake City, UT 84111
Contact us: (801) 581-2169 By Email: employment@utah.edu

 

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