Executive Assistant to the Dean

University of Utah; Salt Lake City, Northern (UT, KY); Hybrid; USD 60,000 - 68,000; Full time

Job summary

The University of Utah seeks an Executive Assistant to the Dean to provide high‑level administrative and project support in a mission‑driven academic setting. You will manage calendars, travel, meetings, and confidential communications for the Alice Sheets Marriott Dean of Libraries and leadership team.

Responsibilities include coordinating strategic initiatives, supporting annual reviews and promotions, and serving as a liaison across campus departments.

Qualifications

• Bachelor’s degree (or equivalency) in Business, Finance, Health Care Administration or related field.
• Two years of office management and supervisory experience; demonstrated knowledge of finance and budgeting.
• Demonstrated strong communication skills and public relations capabilities.

Responsibilities

• Provides comprehensive administrative support to the Dean with sound judgment, problem solving, discretion and professionalism.
• Manages complex calendars, scheduling priorities, travel arrangements, and meeting logistics.
• Provides administrative and project coordination support for strategic initiatives and operational priorities for the Dean.
• Assists in planning, tracking milestones, maintaining documentation, and monitoring deliverables for Dean-sponsored initiatives.
• Anticipates leadership needs and prepares materials, agendas, and briefings for meetings, retreats, and external engagements.
• Maintains efficient workflows for information management and task prioritization in the Administrative Office.
• Supervises and coaches other administrative staff to ensure operational excellence.
• Provides support for the Marriott Library faculty annual review and promotion/tenure processes.
• Supports GRAMA Appeals processes with Appeals Officer and Office of General Counsel.
• Supports the Dean’s leadership team as needed.

Skills

Office management

Supervisory experience

Effective communication

Public relations skills

Education

Bachelor’s degree or equivalency

Job description

Job Title

Executive Assistant to the Dean

Job Summary

This position presents an opportunity for an administrative professional to work in a highly collaborative, mission-driven organization and contribute to a broad range of student-, faculty-, and community-centered initiatives. The Executive Assistant provides high-level administrative, operational, and project support to the Alice Sheets Marriott Dean of Libraries as well as to additional members of the J.Willard Marriott Library’s leadership team. This includes complex calendaring, meeting logistics, and project management. This position will be responsible for managing the administrative aspects of the faculty annual review and promotion and tenure processes. The Executive Assistant position requires substantial independent coordination and organization abilities and excellent communication skills, as well as the ability to manage sensitive and confidential information. This role serves as a representative of the Dean to both internal and external stakeholders and as a liaison between the Dean’s office and many different administrative and academic campus departments.

This position is required to work on campus full-time. Telecommuting will only be authorized for occasional/exceptional circumstances.

We seek qualified applicants who bring perspectives and experiences that will enrich and strengthen our organization and enhance our commitment to access and belonging. We welcome applications from candidates of all backgrounds, including those who may not have followed a traditional educational or professional path.

This position is not eligible for work visa sponsorship.

Pay and Working Hours

Pay Rate Range $60,000 - $68,000

Standard Hours per Week 40

Full Time or Part Time? Full Time

Work Schedule Summary Monday-Friday, 8am-5pm
May occasionally require evening or weekend work.

Location Campus

City Salt Lake City, UT

Details

• Requisition Number PRN45808B
• Career Progression Track E
• FLSA Code Administrative
• Patient Sensitive Job Code? No
• VP Area Academic Affairs
• Department 00790 - Marriott Library - Operations

Closing Dates

• Close Date 09/18/2026
• Priority Review Date (Note - Posting may close at any time) 08/12/2026

Responsibilities

• Provides comprehensive administrative support to the Dean, exercising sound judgement, problem solving skills, discretion, and professionalism.
• Manages complex calendars, scheduling priorities, travel arrangements, and meeting logistics.
• Provides administrative and project coordination support for strategic initiatives, operational priorities, committees, and programs for the Dean.
• Assists in planning, tracking milestones, maintaining documentation, and monitoring deliverables for Dean-sponsored initiatives.
• Anticipates leadership needs and proactively prepares materials, agendas, and briefings for meetings, retreats, and external engagements.
• Maintains efficient workflows for information management and task prioritization in the Administrative Office, including supporting office operations.
• Supervises and supports other administrative staff, helping manage workflow and providing coaching and feedback to ensure operational excellence.
• Provides administrative support for the Marriott Library faculty annual review and promotion and tenure processes.
• Support GRAMA Appeals processes working closely with the Appeals Officer and the Office of General Counsel.
• Provide support to the Dean’s leadership team as needed.
• Performs other duties as assigned in support of the Dean.

Minimum Qualifications

• Bachelor’s degree (or equivalency) in Business, Finance, Health Care Administration or a related field. Two years office management and supervisory experience, demonstrated knowledge of finance and budgeting, and public relations skills required. 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.

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.)

Preferences

• Supervisory experience
• Familiarity with the University of Utah’s administrative structure and operations
• Previous experience in a university or cultural heritage institution

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/

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.