University of Utah is hiring: Administrative Assistant in Salt Lake City

Overview

The Administrative Assistant (AA) will be part of the Office of Faculty for University of Utah Health. The office supports an Associate Vice President, an Assistant Vice President, a Vice Dean, three Assistant Deans and a Director. The AA will provide administrative and program support to office leadership and programs. This position is a pivotal point person for the office, maintaining a professional office appearance, organizing and representing the office at meetings, answering phone inquiries, supporting coordinators, and office programs.

Responsibilities

• Plan and implement activities for the office and program coordinators; set up meetings and maintain calendars for program faculty/administrators; coordinate travel; coordinate weekly/monthly seminar sessions; establish and maintain tracking databases; assist with gathering and updating website content; purchase food and supplies as needed.
• Solve office problems by using appropriate resources; manage workflow and priorities to ensure smooth operation under pressure and changing priorities.
• Maintain meetings, calendars, and phone calls; develop meeting agendas, minutes, and task lists; take minutes and help produce formal minutes for records; ensure follow-up on meeting action items.
• Prepare PowerPoint presentations, handouts, and related educational materials for office leadership and programs.
• Coordinate quality of programs and support by communicating with coordinators; supervise snacks/meals, IT and equipment, course materials, and issues related to registration/attendance at program functions.
• Represent office programs and the university professionally; make decisions (in partnership with coordinators and manager) related to running programs effectively.
• Maintain accurate event records and data entry in the faculty database; assist with evaluation of events and identification of improvements for future events.
• Provide administrative support to office faculty by scheduling meetings, arranging travel, etc.; proficient with Outlook calendar system; arrange complex travel and travel reimbursements for departmental staff and visitors.
• Organize and publicize internal and external programs/presentations; maintain and update office network drive information and organization; prepare correspondence and program announcements; coordinate collection, preparation, and dissemination of program materials.
• Responsible for purchasing and financial transactions of the office in conjunction with Finance; provide back-up for front desk and general office support (greeting visitors, answering calls, processing mail).
• Assist department with business planning, goal setting, and development of department budgets; schedule, plan, and coordinate work actions of support staff; maintain budget records and reconcile accounts; prepare expenditure statements.
• Collect, organize, and analyze data for specialized and operating reports; assist with implementation of department and University policies and procedures.
• Provide administrative support to upper level department management by scheduling appointments, coordinating meetings and conferences, and maintaining and ordering office supplies.

Qualifications

• Associate degree in business or equivalent; one year of education can substitute for two years of related work experience; three years of 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.
• Working knowledge of Outlook, Zoom, Teams, Excel, PowerPoint, and other common office software programs.
• Ability to perform essential functions of the job as outlined in the position description.

Preferences

• Desirable candidate will have strong organizational capacity, ability to balance priorities, and follow through with a diverse set of responsibilities.
• Preferred familiarity with Outlook, Zoom, Teams, Excel, PowerPoint, and other common office software.

Work Conditions

Office environment; typical schedule Monday through Friday, 8am–5pm. Remote or telecommuting may be possible for a portion of each week based on needs. Telecommuting employees must provide space, telephone, printing, networking, and internet capabilities at the telecommute location and sign the University telecommuting agreement.

Minimum Qualifications

Associate degree in business or equivalent; three years full-time secretarial experience; demonstrated human relations and effective written and verbal communication skills; knowledge of basic bookkeeping practices; direct supervisory experience preferred. Applicants must demonstrate the potential to perform essential functions of the job.

Special Instructions

Please provide a resume and a list of references with your application documents.

Location: Campus • Department: 02145 - Faculty Academic Affairs • Pay Range: 15.19 to 19.00 • Close Date: 10/18/2025 • Open Until Filled