Office Administrator

University of Utah; Salt Lake City (UT); On-site; USD 45,000 - 65,000; Full time

Job summary

The University of Utah seeks an Office Administrator to oversee general office operations, coordinate supplies, equipment maintenance, and vendor relations in a fast-paced environment.

The role supports executives and departments, manages calendars, meetings, and travel arrangements, and may assist with budget and back-office tasks. Strong communication and discretion are essential.

Qualifications

• Bachelor’s degree (or equivalency) + 4 years related work experience.
• Office Administrator II requires a bachelor’s (or equivalency) + 4 years or a master’s (or equivalency) + 2 years of directly related work experience.
• Office Administrator III requires a bachelor’s (or equivalency) + 6 years or a master’s (or equivalency) + 4 years of directly related work experience.

Responsibilities

• Coordinate calendars, events, and travel for multiple stakeholders.
• Support executive and management coordination of local culture and engagement initiatives.
• Interact with building management services, vendors, caterers, and internal departments.
• May manage office budget and contract/price negotiations.

Skills

Calendar management

Vendor relations

Office operations

Education

Bachelor’s degree or equivalent

Job description

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

Job Summary

Oversee general office operations. Coordinate all aspects of the daily office environment including, but not limited to, office maintenance, ordering office supplies, and other duties to ensure the office operates smoothly and efficiently. Coordinate office equipment maintenance and initiate facility repair requests with building engagement and/or outside vendors. Work closely with executive and management coordination of local culture and engagement initiatives including planning and logistics. Act as the face of the office and develop and maintain relationships with building management services, vendors, caterers, and various internal departments. Coordinate and schedule internal/external meetings, and conference/video calls on behalf of leaders. May be responsible for managing office budget and contract/price negotiations with vendors. may perform other duties including accounting support, reception, payroll, facilities, maintenance, supply management, and various “back office” function. conduct work assignments under moderate supervision.
Requires at least 1 year of related experience.

Responsibilities

Office Administrator II– Intermediate / Independent Support Performs a broad range of administrative duties with moderate supervision. Exercises judgment in prioritizing work, coordinating activities, and resolving routine issues. May manage calendars, coordinate events, and support multiple stakeholders. Regularly handles confidential or sensitive information with discretion.
Office Administrator III – Advanced / Professional Support Performs complex administrative duties with minimal supervision, using independent judgment to manage priorities and resolve non-routine issues. Coordinates schedules, meetings, travel, and departmental activities, and prepares reports and correspondence. Maintains records and ensures information accuracy, security, and compliance. Handles sensitive and confidential matters with discretion. May support senior leaders and guide less‑experienced staff.
Department may hire from one of the above levels depending on experience and departmental 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, II: Requires a bachelor’s (or equivalency) + 4 years or a master’s (or equivalency) + 2 years of directly related work experience.

Office Administrator, III : Requires a bachelor’s (or equivalency) + 6 years or a master’s (or equivalency) + 4 years of directly related work experience.

Preferences

High attention to detail
Customer service skills
Active/valid driver’s license as occasional driving for business purposes may arise

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.

Required fields are indicated with an asterisk (*).

What is your highest level of completed education?

• None
• High School Diploma or Equivalent
• Associate Degree
• Bachelor's Degree
• Master's Degree
• Doctorate Degree

How many years of related work experience do you have?

• Less than 2 years
• 2 years or more, but less than 4 years
• 4 years or more, but less than 6 years
• 6 years or more, but less than 8 years
• 8 years or more, but less than 10 years
• 10 years or more, but less than 12 years
• 12 years or more, but less than 14 years
• 14 years or more

Required Documents

• Resume

Optional Documents

• Cover Letter

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