Details
Open Date 10/21/2025
Requisition Number PRN16467N
Job Title Administrative Assistants
Working Title Administrative Assistant
Career Progression Track S00
Track Level S3 - Skilled
FLSA Code Nonexempt
Patient Sensitive Job Code? No
Type Non Benefited Staff / Student
Temporary? No
Standard Hours per Week 10-15
Full Time or Part Time? Part Time
Shift Day
Work Schedule Summary
Hybrid and Part-Time, 2-3 hours/day, 4-5 days/week, approx. 4 hours/week in-office
Is this a work study job? No
VP Area President
Department 00289 - Development
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 21.00 to 25.00
Close Date 01/21/2026
Priority Review Date (Note - Posting may close at any time)
Job Summary
The Administrative Assistant for Advancement Services is a part-time, hybrid work role focused on providing hands-on operational support to the Advancement Services team. This position is ideal for a proactive, detail-oriented professional who thrives in a collaborative environment and values excellent customer service. The role supports departmental leadership with scheduling, travel processing, event logistics, and financial liaison tasks, contributing to the smooth functioning of the department
Responsibilities
Administrative Support
Provide direct, hands-on administrative support to the Deputy Chief Philanthropy Officer and other Advancement Services managers.
Coordinate calendars, schedule meetings, and manage logistics for internal and external engagements.
Assist with preparation of meeting materials, agendas, email communications, and follow-up documentation as needed.
Travel Coordination
Process travel requests, expense reports, and reimbursements on behalf of department staff in accordance with university policies.
Maintain a Travel Card (TCard) and directly support staff with their travel planning and bookings to ensure timely and accurate documentation and processing of travel.
Event Planning & Support
Assist in organizing departmental events such as retreats, large meetings, and trainings.
Coordinate logistics including venue reservations, catering, supplies, and setup.
Provide on-site support and post-event follow-up as needed.
Procurement & Financial Liaison
Act as a liaison with the University Advancement Financial team for completing procurement tasks including setting up requisitions, purchase orders, and processing invoices.
Maintain and reconcile a university Purchasing Card (PCard), and order miscellaneous supplies for the department as needed, ensuring timely and cost-effective purchasing.
Keep tabs on department inventory (such as letterhead) to ensure supplies are sufficientand available for departmental use.
Personally perform hands-on pickup of supplies and orders to support departmentalevents and daily operations, as needed."
Printing
Print and mail weekly donation notifications and ad hoc gift receipts requested by donors.
Print and mail monthly pledge reminders.
Print and mail annual year-end receipts.
Printing tasks require approximately a couple hours in office per typical week, andadditional in-office hours for monthly and annual printing tasks.
Customer Service & Communication
Deliver professional and responsive service to internal stakeholders
Maintain clear communication with team members, vendors, and university partners.
Handle sensitive information with discretion and professionalism.
Proactively support the team by ensuring timely completion of assigned tasks and keeping stakeholders informed of progress and outcomes.
Complete other administrative tasks as assigned by the Deputy Chief Philanthropy Officer.
Minimum Qualifications
High school diploma or equivalent required; associate or bachelor's degree preferred.
Requires minimum of 3 years of administrative experience, preferably in higher education or nonprofit settings.
Strong organizational and multitasking skills.
Proficiency in Microsoft Office Suite, particularly Outlook; familiarity with university systems (e.g., UShop, Concur) is a plus.
Excellent interpersonal and written communication skills.
Ability to work independently and collaboratively in a dynamic environment.
Preferences
Special Instructions Summary
Additional Information
The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.
Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are 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:
Director/ Title IX Coordinator
Office of Equal Opportunity and Affirmative Action ( OEO /AA)
383 University Street, Level 1 OEO Suite
Salt Lake City, UT 84112
801-581-8365
oeo@utah.edu
Online reports may be submitted at oeo.utah.edu
For more information:
https://www.utah.edu/nondiscrimination/
To inquire about this posting, email:
employment@utah.edu
or call 801-581-2300.
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.
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.
