Details
Open Date 07/11/2025
Requisition Number PRN42467B
Job Title Administrative Assistant
Working Title Administrative Assistant, Graduate Business Programs
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
Primarily Monday through Friday, with rare instances of evening or weekend work to support high-priority events or initiatives. Flexibility is appreciated to ensure the smooth operation of the office priorities.
This position is classified as "essential," requiring the employee to work on campus, in person.
VP Area Academic Affairs
Department 00033 - Executive Education
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $24.00 - $28.50 per hour, depending on experience and qualifications
Close Date 08/31/2025
Priority Review Date (Note - Posting may close at any time)
Job Summary
The David Eccles School of Business is seeking an experienced Administrative Assistant to support the daily operations of Graduate Business Programs. This position plays an important role in keeping the office running smoothly by managing logistics, coordinating support across teams, and handling a variety of administrative tasks.
We are looking for someone who has built a career in administrative support and enjoys working in this @type of role. The ideal candidate is organized, dependable, and proactive. This position requires someone who takes initiative, communicates clearly, and is committed to supporting the work of others. It is well suited for a professional who is confident managing multiple responsibilities and thrives in a busy, team-oriented environment.
This role is essential to the success of our programs and contributes meaningfully to the day-to-day experience of faculty, staff, and students.
Responsibilities
Administrative Support and Office Operations
Serve as the main point of contact for the office by welcoming visitors, answering phones, and responding to inquiries
Manage daily office tasks, including ordering supplies, processing mail, and keeping shared spaces organized and functional
Work with university offices such as accounts payable, travel, and scheduling to process requests and complete tasks accurately and on time
Meeting, Event, and Logistics Coordination
Coordinate logistics for meetings and events, including scheduling, preparing materials, and arranging catering and room setup
Arrange travel for staff and student groups, ensuring that all details are accurate and within policy
Financial and Data Support
Track financial transactions and process payments, reimbursements, and invoices
Prepare reports related to program budgets, recruiting activity, and student success data
Support team leaders with budget tracking and reconciliation by maintaining organized records
Program, Faculty, and Student Support
Assist faculty, students, and staff with operational and administrative needs
Help faculty with scheduling, printing, and organizing materials for courses
Provide general support across programs as needed to help meet deadlines and keep tasks moving forward
Cross-Training and Collaboration
Learn key administrative functions across the department and provide backup support when needed
Communicate clearly and consistently with internal and external partners to ensure smooth handoffs and timely responses
Note: This job description does not comprehensively list all the required duties, responsibilities, and qualifications. Additional responsibilities may be assigned to support program needs.
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, lifting up to 25 lb.
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
Professional experience in administrative support, ideally in a fast-paced or professional office setting
A clear track record of working in administrative or operations roles with strong references
Strong organizational skills and the ability to manage competing priorities and deadlines
Clear and professional written and verbal communication skills
Proficiency in Microsoft Office (Word, Excel, Outlook) and the ability to learn new systems and platforms
Comfort working independently and solving problems without needing close supervision
Professional appearance and demeanor that fits with a business casual workplace
Experience improving or creating systems to keep processes efficient and organized is a plus
The University of Utah offers outstanding benefits designed to support your health, wellness, and financial future. As a full-time employee, you'll have access to:
14.2% employer retirement contribution (no employee match required)
Health, dental, and vision insurance options with affordable premiums
Generous paid time off , including vacation, sick leave, and paid holidays
Professional development opportunities and access to university resources
A supportive, mission-driven workplace located in the heart of Salt Lake City
Learn more athr.utah.edu/benefits
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.
