Administrative Assistants

Utah; Salt Lake City (UT); Sur place; USD 21 000 - 27 000; Plein temps

Résumé du poste

The University of Utah Health is seeking an Administrative Assistant to provide high-level administrative support to the Office for Faculty and leadership. You will manage calendars, coordinate events, and serve as a central point of contact for faculty development programs.

Responsibilities include scheduling, room catering, website content updates, and collaboration with venues. Excellent organization and communication are essential in this entry-level role in a dynamic academic environment.

Qualifications

• Strong organizational and time-management abilities.
• Excellent written and verbal communication skills.
• Experience coordinating events or administrative operations preferred.
• Working knowledge of common office software programs.

Responsabilités

• Maintain calendars for faculty development events.
• Coordinate room scheduling and catering for events.
• Assist with gathering and updating website content.
• Procure and track office supplies and travel arrangements.
• Support front desk and general office operations as needed.

Connaissances

Organizational skills

Communication

Calendar management

Office software

Formation

1 year of higher education

Outils

Outlook

Zoom

Teams

Excel

PowerPoint

Description du poste

Open Date 11/11/2026

Requisition Number PRN46742B

Job Title Administrative Assistants

Working Title Administrative Assistants

Career Progression Track S00

Track Level S1 - Entry Level Support

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Standard Hours per Week 40 hours a week

Full Time or Part Time? Full Time

Shift Day

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.

VP Area U of U Health - Academics

Department 02145 - Faculty Academic Affairs

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 15.19 - 19.50

Close Date 03/01/2027

Priority Review Date (Note - Posting may close at any time)

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

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 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.

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: S22731

Grade: 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.

Administrative Assistants, I

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.

Type

Type Benefited Staff

Special Instructions Summary

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

Additional Information

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 [phone] 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 [phone] or [phone] or University Human Resource Management at [phone] 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.

The University of Utah values candidates who have experience working in settings with students and possess a strong commitment to improving access to higher education.

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.

Consistent with state and federal law, the University of Utah 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 Title IX ( OEO ). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utah Non‑Discrimination page.

Online reports may be submitted at https://oeo.utah.edu

**https://publicsafety.utah.edu/safetyreport/**This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

As per University of Utah policy 5-108: Transfer of Benefits Eligible Staff Members, a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period.