Administrative Assistant

Job Summary
Red Butte Garden & Arboretum RBGA is one of the largest botanical gardens in the Intermountain West and together with the University of Utah is the State Arboretum of Utah. We are located on 100 acres in the foothills on the eastern edge of the University of Utah campus. The Garden has welcomed guests since 1985 and consists of over 21 acres of developed gardens and five miles of hiking trails winding through an extensive Natural Area. The Garden which is communityfunded; is renowned for its numerous plant collections display gardens 580000 springtime blooming bulbs; including a vast collection of daffodils; gorgeous private event spaces a worldclass outdoor concert series and awardwinning horticulturebased educational programs. Red Butte Garden is accessible via several bus routes that stop in Research Park and at the University Medical Center as well as the Trax Red line followed by a short walk or ondemand university campus shuttle. The campus shuttle offers a direct line to Red Butte Garden via the Sunnyside Route. The Administrative Assistant at Red Butte Garden directly works with the staff and leadership team and is essential to the success of the organization. This position will be responsible for performing a diverse set of tasks and provide administrative support for department management. The Administrative Assistants essential functions will include yet are not limited to; scheduling meeting support procurement daily accounting duties and monthly reconciling travel custodian management of department accounts purchasing event planning and other administrative duties as assigned.

Responsibilities
This position plans and expedites the flow of work while ensuring the smooth operation of the department under the pressure of frequent interruptions and changes in priorities. Requires independent judgement daily problem solving and multitasking. Assists department with business planning and goal setting. Collects organizes and analyzes data for specialized and regular monthly/quarterly reports. Prepares daily deposits revenue tracking variance analysis and month end journals. PCI Management. Department Purchasing Card Custodian. Provides administrative support to upperlevel department management by scheduling appointments coordinating meetings and conferences and ordering office supplies. Travel planning and reimbursement for all Garden staff. Prepares correspondence establishes and maintains confidential files. Acts as a liaison between the advisory board and the Executive Director in the coordination of correspondence meeting minutes relations management collection/distribution of quarterly department reports and knowledge of bylaws. Assists with budget annual audits purchasing card audit PCI audits and review of GFA (Granting Financial Authority). Updates quarterly reporting. Procurement specialist. Resolves a variety of complex administrative problems for staff and the public. Assists with implementation of department and University policies and procedures. 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 Conditions Nearly continuously: office environment 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
Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) and three years fulltime secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.