Job Details

Administrative Assistant

Position Number: 9968354
Location: Salt Lake City, United States
Position Type: Secretary and Administrative Assistants

Administrative Assistant

Job Summary

Administrative Assistant
The Administrative Assistant (AA) will be part of the Center for Interprofessional Simulation-Based Experiential Learning (CISBEL) supporting simulation activities for health professions learners. The AA provides administrative, scheduling, and program coordination support for CISBEL, initially focusing on the Dumke Interprofessional Experiential Learning Center. The AA serves as the primary administrative point of contact and supports daily operations. Responsibilities include maintaining calendars, coordinating simulation requests and routine scheduling logistics, communicating with stakeholders, and coordinating meetings, events, tours, and other activities. The position independently manages routine administrative workflows, including purchasing coordination, travel arrangements, records management, inventory documentation, and general office support. Additional responsibilities include assisting with needs assessments and stakeholder feedback through survey coordination, information gathering, and compilation of feedback and utilization information; supporting outreach and marketing through communications, promotional materials, and engagement activities; and coordinating administrative records and documentation for reporting, accreditation, and quality improvement efforts. The position works collaboratively with CISBEL leadership and facility teams to support consistent administrative processes and practices across locations and programs. The position requires strong administrative, organizational, communication, and customer service skills, with the ability to manage competing priorities, maintain accurate records, coordinate multiple activities, and follow through independently. Proficiency with standard office and scheduling applications, attention to detail, sound judgment, and the ability to work effectively with diverse stakeholders are essential.

Learn more about the great benefits of working for University of Utah: benefits.utah.edu
The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.

Responsibilities
* Coordinate reservation/intake and scheduling workflow for rooms, staff, equipment, AV, standardized/simulated participants, and other resources.
* Coordinate daily/weekly/monthly simulation calendars and resolve scheduling conflicts.
* Schedule course/event requests including staffing, room, equipment, supply, and technical requirements.
* Coordinate equipment loans, check-out/check-in, transportation, delivery, and returns.
* Maintain operational calendars, room utilization, staffing assignments, inventory records, and service documentation.
* Coordinate with standardized participant (SP) Program Manager to ensure all SP requests and details are accurately recorded on the calendar
* Prepare run sheets, setup timelines, room assignments, and operational checklists.
* Track cancellations, changes, no-shows, utilization, service volume, and other operational metrics.
* Support purchasing, invoices, quotes, service documentation, and budget tracking.
* Coordinate access, keys/badges, vendors, facilities requests, IT tickets, linen, environmental services, and other supporting services.
* Support events, demonstrations, tours, and external/internal users.

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:
Administrative Assistants, I: Requires little to no related experience.
Administrative Assistants, II: Requires at least 1 year of related experience.
Administrative Assistants, III: Requires 3+ years of related experience.

Preferences
- Experience in an academic, healthcare, or service-oriented environment is preferred.
- The ideal candidate will be collaborative, service-oriented, detail-oriented, self-motivated, organized, dependable, and capable of communicating effectively with a wide range of stakeholders.
- Demonstrated ability to manage multiple priorities, follow through on assignments, exercise sound judgment, and contribute positively to a team environment is highly valued.

Special Instructions

Requisition Number: PRN46748B
Full Time or Part Time? Full Time
Work Schedule Summary: 8a-5p with occasional early morning starts (7am)
Department: 02410 - Interprof SimBasd Exp Learning
Location: Campus
Pay Rate Range: $20-$25/hr
Close Date: 02/12/2027
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/211944