Administrative Assistant, Campus Experience

Salt Lake Community College; Utah; Hybrid; USD 40,000 - 56,000; Full time

Job summary

Salt Lake Community College is seeking an Administrative Support Specialist to assist Campus Experience leadership across the North and South Regions. You will help maintain organized processes, ensure timely communication, and support budgets, purchasing, and reporting.

The role includes four days on campus and one remote day per week, with on‑campus work at South City and Jordan campuses and occasional travel to other SLCC campuses.

Qualifications

• Two years of post‑high school education or equivalent.
• Two years of paid full‑time administrative support experience.
• Ability to coordinate across multiple campuses and manage priorities.
• Proficiency with Microsoft 365 and standard office software.

Responsibilities

• Maintain financial records and coordinate departmental budget tracking.
• Process requisitions, invoices, and budget transfers for review and approval.
• Reconcile departmental accounts monthly and coordinate corrections.
• Coordinate staff travel, conferences, and reimbursements.
• Prepare agendas, minutes, and follow up on action items.
• Organize files and shared resources for staff access.
• Support onboarding and training logistics for department staff.
• Assist with data collection and routine reporting.

Skills

Microsoft 365

Organizational skills

Communication

Problem solving

Education

Two years of post‑high school education (60+ credits)

Two years of direct, paid, full‑time administrative support experience

Tools

Banner system

Excel

SharePoint

Job description

With minimal supervision, provide administrative, fiscal, and coordination support to Campus Experience leadership across SLCC’s North and South Regions. Support the department’s focus on connection, coordination, and navigation by maintaining organized processes, accurate information, timely communication, and consistent administrative practices across campuses.

Coordinate budgeting and purchasing transactions, departmental records, meeting logistics, personnel support processes, equipment inventory, and routine reporting. Provide administrative and fiscal support for Navigation Hubs, Faculty Support Centers, and Event Support, working collaboratively with the employees responsible for those functions. Exercise independent judgment in prioritizing assigned work, resolving routine administrative issues, and following through on deadlines while handling sensitive information with discretion.

The current work arrangement includes four days on campus and one remote day per week, consistent with College policies and subject to supervisor approval and departmental needs. This schedule may be adjusted as policies or operational needs evolve. On-campus work is currently based at South City and Jordan campuses, with specific work locations and scheduling established in consultation with the employee to support departmental needs. Occasional travel to other SLCC campuses is required.

Essential Duties & Responsibilities

Budget, Purchasing, Travel, and Inventory Administration

• Maintain financial records and coordinate departmental budget tracking in collaboration with Campus Experience leadership, following established priorities and approved budgets. Prepare routine expenditure summaries and flag outstanding transactions, discrepancies, or potential budget concerns for leadership review.
• Process requisitions, invoices, purchasing card expense reports, reimbursements, budget transfers, one-time payments, and other fiscal transactions for review and approval.
• Reconcile assigned departmental accounts monthly using Banner and supporting documentation. Identify discrepancies and coordinate corrections with appropriate personnel.
• Coordinate departmental purchases of equipment, materials, supplies, and approved event‑related items.
• Maintain departmental equipment and computer inventory records, track replacement schedules, and coordinate purchases, transfers, and updates with IT and appropriate campus partners.
• Coordinate staff travel arrangements, conference registrations, required approvals, and reimbursement documentation.

Leadership Support and Departmental Coordination

• Manage designated leadership calendars and coordinate appointments, departmental meetings, and planning sessions.
• Prepare agendas and meeting materials, document decisions and action items, and follow up on established deadlines.
• Maintain shared departmental calendars, recurring task schedules, administrative procedures, and document templates.
• Coordinate administrative logistics for departmental projects and initiatives, track milestones, and bring unresolved items to leadership’s attention.
• Independently complete assigned administrative projects and recommend improvements to recurring processes.
• Organize departmental files and shared resources so staff can locate current forms, procedures, and information.
• Coordinate competing requests with the designated supervisor to maintain clear priorities and timely completion.
• Assist leadership with planning staff development activities and departmental retreats, including scheduling, communications, materials, and logistical arrangements.

Campus Communication and Service Information

• Prepare and distribute professional correspondence, departmental updates, notices, and routine communications.
• Coordinate with campus leaders and service partners to verify and communicate approved building hours, service hours, closures, and operational changes.
• Maintain current departmental contact lists, service directories, referral resources, and shared information used by Navigation Hubs, Faculty Support Centers and Event Support.
• Respond to routine inquiries from students, faculty, staff, and community members and connect individuals with appropriate services or personnel.
• Coordinate departmental mail distribution and other routine office communications.

Personnel Records, Onboarding Support & Trainings

• Coordinate administrative onboarding and offboarding tasks with supervisors and appropriate College offices, including workspace preparation, equipment, access requests, orientation materials, and checklists.
• Maintain authorized departmental staff records, contact information, approved work schedules, and required personnel forms.
• Assist with recruitment and interview logistics, including scheduling and preparation of materials.
• Maintain confidential records in accordance with College requirements and authorized access.
• Refer personnel questions and concerns requiring supervisory judgment to the appropriate leader.
• Maintain Canvas training course in coordination with Campus Experience leadership

Data Collection and Reporting Support

• Compile and organize departmental activity records, service interaction data, satisfaction survey results, and other information from established data‑collection tools to support departmental reporting.
• Assist leadership with preparing reports by assembling data, updating established reporting templates, and organizing supporting materials.
• Support administration of departmental data‑collection tools, including approved form updates and coordination of reported issues.
• Organize supporting records and maintain current versions of reports, templates, and related documentation.

Other Duties as Assigned

• Perform other duties as assigned in support of Campus Experience.

Knowledge, Skills & Abilities

• Knowledge of professional office practices, administrative coordination, and records management.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and shared document management tools.
• Ability to track expenditures, reconcile financial records, and identify discrepancies accurately.
• Ability to learn and apply College policies and procedures and use financial, purchasing, and reporting systems.
• Strong organizational skills, including managing competing priorities and following through on deadlines across multiple campuses.
• Ability to prepare clear, accurate correspondence, meeting minutes, reports, and informational materials.
• Ability to compile data, check its accuracy and completeness, and prepare basic summaries.
• Sound judgment in handling confidential information and recognizing matters requiring supervisory review.
• Ability to document procedures and identify opportunities to improve administrative efficiency and consistency.
• Ability to work independently while collaborating effectively with leadership, departmental staff, and campus partners.
• Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College.
• Ability to work effectively and professionally with students, employees, and members of the public from a wide range of backgrounds and circumstances, including individuals with disabilities, consistent with the College's obligations under Title VI, Title VII, and the Americans with Disabilities Act.

Flexibility and adaptability in responding to changing priorities and departmental needs.

• Two years of post‑high school education, equivalent to 60 completed credits or higher.
• Two years of direct, paid, full‑time experience in administrative support, office coordination, customer service, or a related position.

Education and relevant experience may be substituted when the minimum qualification does not require a specific degree, license, certification, accreditation standard, or other requirement for which substitution would be inappropriate. Trade off 1:1 full‑time experience/education requirement. Part‑time experience can be considered on a prorated basis (Trade off 2:1).

Preferred Qualifications

• Administrative experience in higher education or another multi‑department organization.
• Experience processing purchases, reconciling accounts, and maintaining financial records.
• Experience supporting multiple leaders or coordinating work across multiple locations.
• Experience using Excel to maintain tracking tools and prepare routine reports.
• Experience with Banner or a comparable financial or enterprise system.
• Experience coordinating employee onboarding, maintaining confidential records, or supporting recruitment logistics.
• Experience with survey platforms or shared document systems.