Administrative & Office Coordinator

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

Job summary

NHMU, the University of Utah’s Natural History Museum in Salt Lake City, is seeking an Administrative & Office Coordinator. Reporting to the Executive Project Manager, you will provide administrative support to the leadership team and seven department heads, helping coordinate calendars, meetings, travel, and office operations on site.

You will manage organizational needs, maintain shared spaces, and assist in daily operations across departments, collaborating with senior staff to keep

Qualifications

• Bachelor’s degree or equivalency required; experience may substitute.
• Experience supporting senior leadership and coordinating meetings.
• Strong calendar management and travel coordination skills.
• Excellent written and verbal communication; highly organized and reliable.

Responsibilities

• Provide administrative support to NHMU leadership and seven department heads.
• Coordinate calendars, meetings, and travel; prepare materials and minutes.
• Manage organization-wide administrative needs and office resources on site.

Skills

Calendar management

Event planning

Executive support

Organizational skills

Communication skills

Education

Bachelor’s degree or equivalent

Master’s degree or equivalent (optional)

Tools

Office admin software

Travel coordination tools

Job description

Details

Open Date 10/30/2026

Requisition Number PRN46616B

Job Title Office Administrators

Working Title Administrative & Office Coordinator

Career Progression Track P00

Track Level P3 - Career, P2 - Developing

FLSA Code Administrative

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

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.

VP Area Academic Affairs

Department 00018 - Utah Museum of Natl Hist Oper

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $51,000 - 53,000

Close Date 11/30/2026

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

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

Type

Benefited Staff

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.

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As perUniversity 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.