Coordinator, Administrative Program

University of Utah Health Research; Salt Lake City (UT); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Benefited Staff

Job summary

The University of Utah Health Research SOM Office of Student Affairs is seeking an Administrative Program Coordinator to provide essential administrative support to the Student Affairs team, VSLO, and Professional Identity Formation programs.

This role includes front office operations, event coordination, cross-training across Student Affairs, and collaboration with faculty and staff to ensure smooth visiting learner experiences.

Qualifications

• Bachelor’s degree in a related field or equivalency (one year of education can be substituted for two years of related work experience)
• Strong coordination and organizational skills required to prioritize conflicting deadlines
• Demonstrated human relations and effective communication skills

Responsibilities

• Provide administrative support to the SOM Student Affairs team, VSLO program, and PIF initiatives
• Assist with front office operations including scheduling and room reservations
• Co-lead or support Student Affairs event committees and perform event-related duties
• Serve as a primary contact for students, faculty, and guests and maintain a welcoming environment
• Coordinate cross-training with Registrar’s Office and assist with student records management

Skills

Independence and decision making

Coordination and organization

Effective communication

Education

Bachelor’s degree or equivalent

Job description

The Office of Student Affairs with the Spencer Fox Eccles School of Medicine ( SOM ) works closely with medical students to ensure they feel supported and successful during their time at the SOM by facilitating the personal and professional development of the students through accessibility, professionalism and collaboration.

The Administrative Program Coordinator provides administrative support to the SOM Student Affairs team. Assists medical students by supporting Student Affairs Program Managers, the Visiting Student Learning Opportunities ( VSLO ) program, Professional Identify Formation ( PIF ), and front office support. This position will cross-train in all aspects of Student Affairs, including involvement in and completion of recurring projects and events, and provides additional support to other Student Affairs team members during busy seasons.

Responsibilities

• Support the VSLO Program Manager with initial application review including eligibility assessment, processing of fees and tracking course evaluations.
• Support post-decision document review
• Collaborate with departmental coordinators and student affairs leadership to support visiting learner experiences ensuring that the institution’s visiting student program operates efficiently, consistently, and in alignment with institutional goals and national best practices.
• Support Eccles Innovation Scholars initiative for the Professional Identity Formation program, including travel and award processing, food ordering, and event support.
• Act as a point of contact for the School of Medicine’s students, faculty and guests; maintains a welcoming and positive environment within the Office of Student Affairs.
• Support front office operations including ordering and maintaining supplies, scheduling support, facilities/building requests, room scheduling, student lockers and other duties as assigned.
• Provides administrative support to Student Affairs staff and serves as a general point of contact for the Dean’s office. Directs inquiries, visitors, and other requests to the appropriate staff member or unit, helping ensure that questions and needs are addressed efficiently and effectively.
• Act as a direct point of contact for student inquiries regarding wellness resources, academic support, or general guidance.
• Co-lead and/or support Student Affairs event committees and events.
• Support after-hours events and activities.
• Build and update school of medicine web pages.
• Help Program Assistant with front office coverage, scheduling meetings, reserving rooms, ordering supplies for the Student Lounge/office, and ordering catering for class-wide events.
• Helps Program Assistant as needed scheduling meetings by reserving rooms on Astra for students and staff at the School of Medicine.
• Provide cross-functional support to the Registrar’s Office by assisting with student records management, auditing the course catalog, and supporting other operational priorities during peak periods. Maintain cross-training on Registrar functions, assist with management of the shared departmental email inbox, and respond to program-related communications as needed.
• Assist with VSLO onboarding requirements, including verification and tracking of immunization records, background checks, drug screening, HIPAA training, OSHA training, and other institutional compliance requirements.
• Coordinate and maintain affiliation agreements with external institutions that host outgoing visiting students.
• Ensure visiting student records are complete, accurate, and maintained in accordance with institutional policies, FERPA , and applicable privacy regulations.
• Perform other duties as assigned in support of the Office of Student Affairs and Undergraduate Medical Education

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.

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking.

Seldom: Bending, reaching overhead.

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.

Minimum Qualifications

Bachelor’s degree in a related field or equivalency (one year of education can be substituted for two years of related work experience), plus one year of directly related experience

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.

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

Preferences

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.

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.