UtahPresents
Job Summary
Provides direct administrative support in the Biochemistry Administration Department. Must be able to manage multiple competing interests and priorities, and serve as the primary point of contact for the office, greeting visitors, answering phones, and responding to inquiries. Responsibilities
Maintain professionalism and discretion in managing complex issues and interactions. Resolve a variety of complex administrative problems for institution leadership, faculty, staff, students, and public entities. Manage schedules and organize complex calendar and travel logistics for faculty, lab staff, and students. Oversee office workflows, including ordering supplies, processing mail, and maintaining a clean work environment. Navigate university and department policies and procedures. Act as a resource for faculty, students, and staff, assisting with administrative and operational needs. Prepare and maintain office Standard Operating Procedure documents, files, and related information. Conference room reservations; order, issue, and maintain office and lab keys; grant and remove building access; restock and order office supplies. Submit building maintenance requests; distribute mail; post weekly conference room calendars; update Biochemistry Human Resource system. Greet visitors and answer phones; emergency radio call-in on Fridays; monthly birthday boards; maintain SOP files; answer emails; maintain bulletin board flyers. Cross-Training and Collaboration
Work closely with the Office Administrator, Business Analyst, and Purchasing Program Manager, ensuring efficient program operations. Develop a strong understanding of department functions and cross-train in various administrative areas. Serve as a liaison between different stakeholders, facilitating smooth communication and operations. Business Analyst Collaboration
Website content updates using Drupal and Squarespace Content Management Systems. Possible image processing using Adobe Lightroom (no prior experience required). Purchasing Program Manager Collaboration
Review purchase order status and make adjustments based on need. Review invoices for accuracy and upload to procurement system. Assist with reallocation of credit card purchases. 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 Ibs. Minimum Qualifications
EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor’s degree = 4 years of directly related work experience). Administrative Assistants I: Requires little to no related experience. Administrative Assistants II: Requires at least 1 year of related experience. Administrative Assistants III: Requires 3+ years of related experience. Administrative Assistants IV: Requires 5+ years of related experience. Preferences
Proven experience in an administrative support role, preferably in academic or professional setting. Strong organizational skills with ability to manage multiple priorities and meet deadlines. Excellent written and verbal communication skills, with high level of professionalism and attention to detail. Proficiency in Mac and PC computers, Microsoft Office Suite (Word, Excel, Outlook), Teams/Zoom, and ability to learn new systems quickly. Experience and proficiency in Concur Travel and Purchase system. Demonstrated ability to work independently, solve problems proactively, and adapt to evolving priorities. A polished and professional presence that aligns with our workplace culture. Type
Benefited Staff Special Instructions Summary
University of Utah values candidates with experience working with diverse student backgrounds and commitment to improving access to higher education for historically underrepresented students. Veterans’ preference is extended to qualified applicants. Reasonable accommodations are provided for individuals with disabilities. The University is an affirmative action and equal opportunity employer and does not discriminate based on protected veteran status, disability, or other status. Additional Information
The University encourages applicants from historically underrepresented groups, including minorities, women, qualified persons with disabilities, and protected veterans. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Reasonable accommodations in the application process will be provided to individuals with disabilities. The University of Utah is an affirmative action and equal opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran 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, 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, 383 University Street, Level 1 OEO Suite, Salt Lake City, UT 84112. Phone: 801‑581‑8365. Email: 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 becoming 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.
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Provides direct administrative support in the Biochemistry Administration Department. Must be able to manage multiple competing interests and priorities, and serve as the primary point of contact for the office, greeting visitors, answering phones, and responding to inquiries. Responsibilities
Maintain professionalism and discretion in managing complex issues and interactions. Resolve a variety of complex administrative problems for institution leadership, faculty, staff, students, and public entities. Manage schedules and organize complex calendar and travel logistics for faculty, lab staff, and students. Oversee office workflows, including ordering supplies, processing mail, and maintaining a clean work environment. Navigate university and department policies and procedures. Act as a resource for faculty, students, and staff, assisting with administrative and operational needs. Prepare and maintain office Standard Operating Procedure documents, files, and related information. Conference room reservations; order, issue, and maintain office and lab keys; grant and remove building access; restock and order office supplies. Submit building maintenance requests; distribute mail; post weekly conference room calendars; update Biochemistry Human Resource system. Greet visitors and answer phones; emergency radio call-in on Fridays; monthly birthday boards; maintain SOP files; answer emails; maintain bulletin board flyers. Cross-Training and Collaboration
Work closely with the Office Administrator, Business Analyst, and Purchasing Program Manager, ensuring efficient program operations. Develop a strong understanding of department functions and cross-train in various administrative areas. Serve as a liaison between different stakeholders, facilitating smooth communication and operations. Business Analyst Collaboration
Website content updates using Drupal and Squarespace Content Management Systems. Possible image processing using Adobe Lightroom (no prior experience required). Purchasing Program Manager Collaboration
Review purchase order status and make adjustments based on need. Review invoices for accuracy and upload to procurement system. Assist with reallocation of credit card purchases. 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 Ibs. Minimum Qualifications
EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor’s degree = 4 years of directly related work experience). Administrative Assistants I: Requires little to no related experience. Administrative Assistants II: Requires at least 1 year of related experience. Administrative Assistants III: Requires 3+ years of related experience. Administrative Assistants IV: Requires 5+ years of related experience. Preferences
Proven experience in an administrative support role, preferably in academic or professional setting. Strong organizational skills with ability to manage multiple priorities and meet deadlines. Excellent written and verbal communication skills, with high level of professionalism and attention to detail. Proficiency in Mac and PC computers, Microsoft Office Suite (Word, Excel, Outlook), Teams/Zoom, and ability to learn new systems quickly. Experience and proficiency in Concur Travel and Purchase system. Demonstrated ability to work independently, solve problems proactively, and adapt to evolving priorities. A polished and professional presence that aligns with our workplace culture. Type
Benefited Staff Special Instructions Summary
University of Utah values candidates with experience working with diverse student backgrounds and commitment to improving access to higher education for historically underrepresented students. Veterans’ preference is extended to qualified applicants. Reasonable accommodations are provided for individuals with disabilities. The University is an affirmative action and equal opportunity employer and does not discriminate based on protected veteran status, disability, or other status. Additional Information
The University encourages applicants from historically underrepresented groups, including minorities, women, qualified persons with disabilities, and protected veterans. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Reasonable accommodations in the application process will be provided to individuals with disabilities. The University of Utah is an affirmative action and equal opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran 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, 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, 383 University Street, Level 1 OEO Suite, Salt Lake City, UT 84112. Phone: 801‑581‑8365. Email: 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 becoming 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.
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