Coordinator, Administrative Program

University of Utah; Salt Lake City (UT); Hybrid; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a People Operations Coordinator to provide essential administrative support to Human Resources. This hybrid role involves collaborating with Neurology Leadership, managing recruitment processes, and ensuring smooth onboarding and offboarding experiences for team members. The ideal candidate will possess strong organizational and communication skills, with a focus on HR processes. Join a dynamic team dedicated to improving healthcare access and quality for diverse populations, where your contributions will have a meaningful impact on the community.

Qualifications

• Bachelor’s degree or equivalency in a related field required.
• 1 year of related experience or equivalent education.

Responsibilities

• Manage recruitment and interview processes for the Department of Neurology.
• Assist with onboarding and offboarding processes for team members.

Skills

Organizational Skills

Communication Skills

Problem-Solving

HR Processes Knowledge

Microsoft Office Suite

Education

Bachelor's Degree or Equivalency

Tools

Kronos

Microsoft Teams

Zoom

Job description

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

Job Summary

The People Operations Coordinator plays a critical role in providing administrative support to Human Resources in the Department of Neurology at the School of Medicine in the primary areas of recruiting, hiring, onboarding, and offboarding team members. This position will report to the Administrative Director. This position will serve as a collaborative partner with Neurology Leadership, on the HR team, and as a liaison with University HR. This role is considered hybrid and will require a minimum of 2-3 days in-person each week at the Clinical Neurosciences Center.

Responsibilities

• Recruiting Process: Execute the Department of Neurology’s recruitment and interview process. Prepare positions for postings, manage applications, and interview process. Track status and number applicants in the HR system and maintain proper documentation. Distribute applications to hiring managers.
• Hiring Process: Complete reference, background checks, and drug screening orders. Record and complete applicant information in University HR system.
• Onboarding & Offboarding Processes: Assist with the employee onboarding process. Prepare new-employee files, communications, materials, and new hire experience. Aids with the processing of offboarding, interdepartmental, and institutional transitions.
• Payroll Administration: Serve as secondary coverage for payroll, Kronos timekeeping, paid leave, FMLA , and other special tasks.
• Data Management: Maintain digital file storage for HR team, including employee files, department policies, and other communications. Assist in the analysis of data as needed.
• Enforce Policies: Collaborate in the development, implementation, and execution of various human resource programs and special projects, including the review and revision of the department’s programs, policies, and procedures.
• Administrative Support: Provide administrative support to the Administrative Director.
• Calendar Management & Scheduling: Schedule meetings, take meeting minutes, and oversee the calendars for members of Neurology Leadership. In the future, the scheduling component may shift towards a wider scope to include clinical/provider schedules.
• Reimbursements: Submit expenses for travel and other University-related reimbursements for members of Neurology Leadership.
• Performs other related duties as assigned.

DISCLAIMER
This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

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.

Minimum Qualifications

Bachelor’s degree (or equivalency) in a related field plus one year directly related experience or equivalency. Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.

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.)

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

• Intermediate proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint)
• Knowledge of/experience with HR processes and procedures and general office administration
• Experience coordinating and scheduling virtual meetings/interviews (Teams and Zoom)
• Proactive and solution-oriented: identifies what needs to be done, takes action, and has a track record of exceeding goals successfully
• Clearly conveys information to others (effective written and spoken communication)
• Establishes productive relationships with colleagues, responding promptly to requests and anticipating needs
• Ability to plan and prioritize work to complete commitments, manage time, and meet deadlines
• Possess the ability to be self-reliant when making decisions based on broad knowledge, fact, and perspective to keep the department moving forward
• Extremely detail-oriented, articulate, diligent, organized, insightful, courteous, and collaborative

Type

Special Instructions Summary

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 patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.

All qualified individuals are strongly encouraged to apply. 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.
The University of Utah is an Affirmative Action/Equal Opportunity employer and 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 Affirmative Action ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/
Online reports may be submitted at oeo.utah.edu



https://safety.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.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• * Do you have a bachelor's degree or equivalency (1 year of higher education can be substituted for 1 year of directly related work experience)?
  • Yes
  • No
• Will you now or in the future require sponsorship for employment visa status (e.g., H-1B status)?
  • Yes
  • No
• What is your target salary?

  (Open Ended Question)

Required Documents

• Resume
Optional Documents
• Cover Letter
• Historical Only – Do Not Use – See Document Description for More Information – Addendum to the University of Utah – Veteran Only
• Historical Only – Do Not Use – See Description for More Information – Appropriate discharge document (such as DD-2214) – Veteran Only

University Human Resource Management
250 East 200 South, Suite 125 Salt Lake City, UT 84111
Contact us: [phone] By Email: [e-mail]