Job Details

Administrative Assistants

Position Number: 9967379
Location: Salt Lake City, United States
Position Type: Secretary and Administrative Assistants

Administrative Assistants

Job Summary

The Administrative Assistant (AA) will be a part of the Office for Faculty, University of Utah Health. The Office for Faculty supports an Associate and Assistant Vice President, Vice Dean, and Directors and oversees faculty affairs and faculty development. The AA provides high-level administrative support to office leadership, contributes to the successful delivery of faculty development programs and serves as a central point of contact for the office while maintaining a professional, organized, and welcoming office environment. This position requires excellent organizational, time management and communication skills as well as good judgment about maintaining a professional environment and managing deadlines.

The AA serves as a point of contact for faculty development events and supports new and existing programs in partnership with directors. Responsibilities will include maintaining calendars for faculty development events, coordinating room scheduling and catering for faculty development events, using databases and event registration software, assisting with gathering and updating website content, and working closely with external venues (such as resorts and hotels) to host off-campus events.

The AA will be required to independently prioritize and manage workflows amid occasional interruptions and changes in priorities. The AA must be able to work both independently and collaboratively with the team; must possess strong communication, coordination, and organizational skills to prioritize the work objectives for multiple teams, processes, and programs. General duties include assembling program materials, organizing events, gathering and synthesizing information, and assisting other staff with existing programs.

Preferred Qualifications

The ideal candidate will demonstrate strong organizational capacity and the ability to balance competing priorities while ensuring timely follow-through. Experience coordinating events, programs or administrative operations is preferred. Candidates should have a working knowledge of Outlook, Zoom, Teams, Excel, PowerPoint, and other common office software programs.

Administrative Assistants
Perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of group / department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers.

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
Job Functions

* Works closely with office leaders to efficiently meet their needs and anticipate future support.* Assists in preparing handouts, and related materials for faculty development programs.* Implements and ensures the quality of off-campus programs and support by communicating with venue management to arrange for hotel accommodations, and meals, conference room reservations, and IT support.* Publicizes internal and external programs/presentations.* Makes day-to-day decisions, in partnership with directors, to support efficient and effective delivery of faculty development programs.* Maintains, updates and organizes the office network drive.* Prepares and composes correspondence, including program announcements, award bestowing, routine letters, and memos.* Responsible for office purchasing, maintenance of an inventory of office supplies, and managing financial transactions in conjunction with leadership.* Provides back up for front desk and general office support such as greeting and directing visitors, handling incoming calls, and processing mail.* Provides back-up for some faculty affairs work, such as faculty verifications, executing faculty electronic appointment information and data entry in the faculty database.* Accurately and professionally represents the office and the university.
Work Conditions
Nearly continuously: office environmentWork Environment and Level of Frequency typically requiredNearly Continuously: Office environment.Physical Requirements and Level of Frequency that may be requiredNearly Continuously: Sitting, hearing, listening, talking.Often: Repetitive hand motion (such as typing), walking.Seldom: Bending, reaching overhead.
Administrative Assistants, I Perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of group / department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers. Performs routine tasks as directed and under close supervision.Requires little to no related experience.This is an Entry-Level position in the Support track.Job Code: S22731Grade: S12

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.

Preferences
Preferences: Service-oriented, can handle tight deadlines, and manage multiple projects simultaneously. Possess comprehension skills, as well as exceptional time management, organizational, and strong communication and interpersonal skills. Ability to work effectively within a team environment. Proficiency with Microsoft Office, web development, and event management preferred.

Special Instructions
Please include a cover letter, resume, and list of references with your application.

Requisition Number: PRN46742B
Full Time or Part Time? Full Time
Work Schedule Summary: Work Schedule: Monday -- Friday 8am -- 5pm, occasionally the position may require travel to on-site and off-site events outside normal business hours, including before 8:00am and after 5:00pm.
Department: 02145 - Faculty Academic Affairs
Location: Campus
Pay Rate Range: 15.19 - 19.50
Close Date: 03/01/2027
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/211927