Administrative & Office Coordinator

University of Utah; Salt Lake City (UT); On-site; USD 51,000 - 53,000; Full time

Job summary

The Natural History Museum of Utah (NHMU), part of the University of Utah, seeks an Administrative & Office Coordinator to support the leadership team. This on-site role coordinates calendars, travel, purchases, and office logistics to ensure smooth operations.

Reporting to the Executive Project Manager, you will maintain shared spaces, manage supplies, and assist with department head scheduling and meetings, contributing to a well-run museum environment.

Qualifications

• Bachelor's degree or equivalent with related work experience.
• 6+ years related experience or 4+ years with master's.
• Experience supporting senior leadership in administrative capacity.

Responsibilities

• Schedule and coordinate organization-wide group meetings and calendars.
• Coordinate annual organizational memberships and on-duty schedules.
• Provide administrative support to Department Heads including calendaring, scheduling, purchasing, travel coordination and information gathering.
• Coordinate weekly Department Head Meetings and department-wide meetings, including logistics and minute taking.
• Support Executive Project Manager as needed.
• Manage shared office spaces, supplies, and mail/post needs.

Skills

Calendar management

Travel coordination

Expense reimbursement

Organization

Multi-tasking

Time management

Written & verbal communication

Education

Bachelor's degree or equivalent

Master's degree or equivalent

Job description

Job Summary

NHMU is the largest natural and cultural history museum in the intermountain west. Founded in 1963 as the state of Utah's natural history museum and part of the University of Utah in Salt Lake City, NHMU has grown into a distinguished scientific and cultural institution with the mission to illuminate the natural world and the place of humans within it. Reporting to NHMU's Executive Project Manager, the Administrative & Office Coordinator provides administrative and office support to NHMU's leadership team. Working in close partnership with the Executive Project Manager, this role is part of a collaborative and integrated administrative support team committed to the seamless coordination of leadership priorities. The Administrative & Office Coordinator manages organization-wide administrative needs and supports the administrative functions of the Museum's seven department heads: the Executive Director, Deputy Director and Director of Philanthropy & Communications, Director of Exhibits, Director of Administration, Director of Operations, Director of Education & Community Engagement, and Director of Science. In addition, the Administrative & Office Coordinator supports daily operations of the administrative offices by maintaining shared workspaces, supplies, and office resources.

Responsibilities

Administrative Support - Organization-wide

• Schedule and coordinate organization-wide group meetings
• Schedule and renew annual organizational memberships
• Maintain and update the monthly Department Head on Duty/Department Head on Call schedule

Administrative Support - Department Heads

• Meet regularly with individual Department Heads to provide requested administrative support, including calendaring and scheduling, purchasing, travel coordination, information gathering, and other administrative duties
• Support the Executive Director by coordinating weekly Department Head Meetings
• Schedule and coordinate department-wide meetings, including calendaring, communications, logistics, and minute taking
• Assist and support the Executive Project Manager as needed

Office Management

• Inventory and maintain shared office and kitchen supplies
• Maintain 5th floor administrative shared spaces, including conference rooms, copy room, and communal events closet
• Attend to internal mail/post needs

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:

Office Administrator, I: Requires a bachelor's (or equivalency) + 2 years of directly related work experience or a master's (or equivalency) degree.

Office Administrator, II: Requires a bachelor's (or equivalency) + 4 years or a master's (or equivalency) + 2 years of directly related work experience.

Preferences

Qualifications - Required A bachelor's (or equivalency) + 6 years or a master's (or equivalency) + 4 years of directly related work experience.

Qualifications - Preferred

• Experience supporting senior leadership in an administrative capacity (i.e., calendar management, travel coordination, and expense reimbursement)
• Experience planning and coordinating events, meetings, or team gatherings
• Experience managing multiple calendars
• Experience working in a team environment
• Excellent organizational, multi-tasking and prioritization, and time management skills
• Strong written and verbal communication skills

Special Instructions

Please submit a cover letter with your application materials outlining how your experience meets the job responsibilities, an updated CV/resume, and a list of three references (these will not be contacted unless we notify you).

Requisition Number: PRN46616B

Full Time or Part Time? Full Time

Work Schedule Summary: M-F with occasional evenings, weekends, and holidays. This position requires full-time on site presence at the Natural History Museum of Utah on the Research Park campus of the University of Utah in Salt Lake City and occasional travel for professional meetings, offsite meetings and events, and/or collaborative projects.

Department: 00018 - Utah Museum of Natl Hist Oper

Location: Campus

Pay Rate Range: $51,000 - 53,000

Close Date: 11/30/2026

Open Until Filled