Details
Open Date 06/02/2025
Requisition Number PRN42081B
Job Title Administrative Assistant
Working Title Administrative Assistant (Public Health)
Job Grade D
FLSA Code Nonexempt
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
In office for up to six months or more during probationary period. After success completion or probationary period hybrid with 2-3 days in office per week. Some nights and weekends.
VP Area U of U Health - Academics
Department 00958 - DFPM-Administration
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $21.63 to $22.71 DOQ
Close Date 08/01/2025
Priority Review Date (Note - Posting may close at any time)
Job Summary
The Administrative Support Specialist provides comprehensive administrative and operational support to faculty, staff, and students. This role ensures smooth day-to-day operations by managing logistics, coordinating events, maintaining records, and supporting financial and academic processes.
Responsibilities
Principal Duties and Responsibilities:
Administrative Coordination:
Schedule meetings, travel arrangements through Concur, manage professional memberships, and handle correspondence.
Faculty Support:
Assist faculty with classroom needs, including book orders, travel arrangements, reimbursements, memberships, and classroom technology.
Document Management:
Collect, track, and securely store Confidentiality Agreements and maintain training certificate records in Excel.
Facilities Coordination:
Organize office moves and phone line changes in collaboration with Facilities, as directed by the Manager.
Event Planning:
Support the Administrative Manager in planning and executing special events, including logistics, RSVPs, purchasing, catering, setup, and cleanup.
Procurement and Supplies :
Make departmental purchases (catering, office supplies, kitchen items, lab materials, business cards, nameplates, and staff/faculty wall photos, etc) through Ushop and Purchase Card.
Calendar and Communication Management:
Ensures all events are posted on the department's Upcoming Events webpage and added to the University of Utah Events Calendar.
Financial Processing:
Prepare journal entries, departmental and gift deposits, cost transfers, and assist with wire payment processing and accounts payable.
Academic and Professional Documentation:
Assist in maintaining CVs, MBM updates, biosketches, and drafting professional letters.
Meeting Support:
Record and distribute meeting minutes in a timely and organized manner.
Other Duties:
Perform additional tasks as assigned to support division operations.
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 Conditions
Nearly continuously: office environment
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.
Seldom: Bending, reaching overhead.
Minimum Qualifications
Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) and three years full-time secretarial experience preferred.
Demonstrated human relations and effective written and verbal communication skills preferred. Knowledge of basic bookkeeping practices and direct supervisory experience preferred.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Type Benefited Staff
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 (801) 581-7447 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 (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 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.
