Program Assistant

University of Utah; Salt Lake City (UT); On-site; USD 48,000 - 56,000; Full time

Job summary

The University of Utah is seeking an organized Administrative Assistant to support the department's programs and daily operations. This role provides front-desk coverage, coordinates travel and meetings, handles mail and purchasing, and assists faculty with various clerical tasks.

Ideal candidates will have an Associate's degree or equivalent, strong communication skills, and proficiency in word processing, spreadsheets, and databases.

Qualifications

• Associate’s degree or equivalent plus two years of related experience.
• Strong communication and interpersonal skills.
• Proficiency with word processing, spreadsheets, and databases.
• Applicants must demonstrate the ability to perform essential functions.

Responsibilities

• Greet and direct visitors to the appropriate office.
• Assist with program planning, implementation, and data entry.
• Answer telephones and handle inquiries with courtesy.
• Coordinate travel reimbursements, hotel reservations, and purchasing.
• Maintain mailboxes, bulletin boards, and department records.
• Provide general administrative support to faculty as needed.

Skills

Communication skills

Customer service

Organizational skills

Office software proficiency

Education

Associate's degree

Bachelor's degree may be preferred

Tools

Word processing

Spreadsheet software

Database software

Job description

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

Job Summary

Provides support and assists with the overall administration and development of specific department programs.

Responsibilities

• Receives, greets, and directs visitors to the appropriate person or office.
• Assists with program planning and implementation.
• Answers telephones.
• Greets visitors and communicates with customers, employees, and other individuals to answer questions, disseminate or explain information, and address complaints.
• Responds to queries from and coordinate activities with other departments, the community, and program partners.
• Maintain Mailboxes and distribute mail.
• Building/Phone Maintenance and Repairs.
• Daily Tea and Colloquium.
• Maintain Department Bulletin Boards.
• Administrative support to faculty: Arranging travel reimbursements, hotel reservations, purchasing, and printing.
• Making room reservations for department members (extra class or review sessions).
• Assist with general office work as needed.
• Compiles, sorts, and organizes data for entry into a database, distributes program information, and conducts program research.
• Assists in the creation and distribution of program materials, forms, and general correspondence.
• May track and report on current trends to determine future program needs.
• Other duties as assigned.

Problem Solving

Incumbents in this position are expected to be familiar with the department’s policies and procedures and have working knowledge of University and department organizations and procedures in order to answer and assist staff and visitors. Incumbents are also expected to demonstrate sensitivity to others’ needs while being understanding and helpful on 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

Associate’s degree in a related field, or equivalency (one year of education can be substituted for two years of related work experience), plus two years of related experience required; ability to use logic and reasoning to prioritize tasks; computer skills including word processing, spreadsheet software, and/or database software preferred; demonstrated human relation and effective communication skills also required.
Bachelor’s degree in a related field may be preferred.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Optimistic and positive personality that fosters a supportive work environment.

Legal and Equal Opportunity Statement

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.