Administrative Assistant Job at University of Utah in Salt Lake City

Please see Special Instructions for more details.

For questions regarding this job posting, contact:
Monica Heaton
Director of Administration
John and Marcia Price College of Engineering
(801) 585-9371 | monica.heaton@utah.edu

Announcement

Details

Open Date

Open Date 08/12/2025

Requisition Number

Requisition Number PRN42809B

Job Title

Job Title Administrative Assistant

Working Title

Working Title Administrative Assistant

Job Grade

Job Grade D

FLSA Code

FLSA Code Nonexempt

Patient Sensitive Job Code?

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time?

Full Time or Part Time? Full Time

Shift

Shift Day

Work Schedule Summary

Monday through Friday, 8am to 5pm

VP Area

VP Area Academic Affairs

Department

Department 00051 - College of Engineering-Dean

Location

Location Campus

City

City Salt Lake City, UT

Type of Recruitment

Type of Recruitment External Posting

Pay Rate Range

Pay Rate Range 20.00 to 25.00

Close Date

Close Date 10/01/2025

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

Job Summary

We are seeking two highly organized and detail-oriented Administrative Assistants to support key functions within the John and Marcia Price College of Engineering Dean’s Office. These positions offer an opportunity to contribute to both undergraduate and graduate program administration, faculty support, scholarship coordination, event planning, and data management. While each role has distinct responsibilities, both positions require strong communication skills, a collaborative mindset, and the ability to manage multiple priorities in a fast-paced academic environment.

In addition to medical/dental/vision/life plan and contribution to your retirement, we have the following perks:

• Office Culture: We have a highly collaborative office on the University of Utah campus. Employees have access to a full kitchen, and you have access to the Starley Cafe located in our gallery for affordable and easy lunch options. We offer several opportunities to engage and get to know your co-workers. Dress code is relaxed business/casual – we want you to be comfortable.
• Wellness in action: Take advantage of our many health and wellness programs on-campus and virtually. This includes mental health and resiliency support, discount on outdoor recreation rentals and Eccles Student Life Center, nutrition services, and more.
• Community: Discounts and sometimes free admissions to arts, cultural, museum, lectures and select sporting events on campus.
• Learning: In addition to the many free educational opportunities on campus, the University offers 50% tuition reduction for eligible employees and their families. We also offer professional development opportunities to develop your skills.

• Flexible Spending Accounts ( FSA )
• Supplemental Retirement Savings Plans (403(b), Roth 403(b), 457(b))
• WellU Employee Wellness Program
• Accidental Death and Dismemberment Insurance (AD&D)
• Supplemental Life Insurance
• Employee Assistance Program ( EAP )
• Long Term Care Insurance
• UESP 529 College Savings Plan
• Auto/Home Insurance
• Family and Medical Leave Act

Administrative Support: Provides administrative support to upper level department management by scheduling appointments, coordinating meetings and conferences. May assist in maintaining associate dean schedules.
Travel & Reimbursements: Assist with travel arrangements and reimbursement processing for associate deans, directors, and staff.

Purchasing: Assist with purchasing office supplies, swag, refreshments, and other materials for college level events.
Event Coordination: Support planning and execution of college level events, including but not limited to, convocation ceremonies, recruiting events, scholarship award banquets, symposiums, and conferences.
Scholarship Administration: Assist in processing and tracking undergraduate scholarships and graduate fellowships, coordinate with Financial Aid and other campus offices.
Data Reporting and Record Management: Assist in compiling data for surveys and other reports as required by college leadership, maintain and digitize records, update and maintain database records for reporting.
Curriculum & Scheduling: Support course scheduling and curriculum updates for ENGIN -prefix courses using CLSS .
Communications: Update and maintain annual student communications, send meeting reminders, and agendas. Assist with managing content and website related projects.

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.

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

Type

Special Instructions Summary

For questions regarding this job posting, contact:
Monica Heaton
Director of Administration
John and Marcia Price College of Engineering
(801) 585-9371 | monica.heaton@utah.edu

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.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• * Do you have a related Associate's degree or equivalency? (2 years related work experience may be substituted for 1 year of education)
  • Yes
  • No
• * Do you have three or more years of clerical/administrative experience?
  • Yes
  • No
• Indicate your level of expertise in MS Office (Word, Excel, PowerPoint, Outlook, etc.)
  • Basic
  • Intermediate
  • Advanced
• Do you have previous work experience in a college/university environment?
  • Yes
  • No
• How many years of supervisory experience do you have?
  • No experience
  • Less than 1 year
  • 1 year or more, but less than 2 years
  • 2 year or more, but less than 4 years
  • 4 years or more
• How did you hear about this position? Please specify the name of the job board, community, education, government agency, search engine, etc. used to find out about this position.

  (Open Ended Question)

Required Documents

• Resume
• Cover Letter
Optional Documents

University Human Resource Management
250 East 200 South, Suite 125 Salt Lake City, UT 84111
Contact us: (801) 581-2169 By Email: employment@utah.edu


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