Administrative Assistant Job at University of Utah in Salt Lake City

Please see Special Instructions for more details.

Please submit a cover letter, resume and list of references after completing the on-line application.

Announcement

Details

Open Date 11/12/2025

Requisition Number PRN43572B

Job Title Administrative Assistant

Working Title Administrative Assistant

Career Progression Track D

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Standard Hours per Week 40 hours

Full Time or Part Time? Full Time

Work Schedule Summary Monday – Friday, 8am – 5pm. While this position is intended to work on campus, there may be the ability to work remotely, based on needs. An employee hired into this role who telecommutes will be responsible for providing space, telephone, printing, networking, and/or internet capabilities at the telecommute location and sign the University of Utah’s Telecommuting Agreement.

VP Area U of U Health - Academics

Department 02145 - Faculty Academic Affairs

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 15.19 to 19.00

Close Date 01/30/2026

Job Summary

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, and 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 professional office appearance, organizing and being office representative at meetings, answering phone inquiries, supporting coordinators, and office programs.

The incumbent may be required to prioritize tasks received from the AVP’s, dean, director, and staff and determine the order of importance. The incumbent must use discretion and judgement when scheduling appointments and in screening calls. This position requires excellent organizational, time management and communication skills as well as good judgment about providing a professional environment and managing tight deadlines.

Responsibilities

• Works closely with office leaders and coordinators to efficiently meet all their needs and anticipate future support.
• Maintain and coordinate meetings, calendars, and phone calls. Includes development of meeting agendas, minutes, and task lists.
• Takes minutes in meetings and helps to produce formal minutes for records.
• Assists with assuring meeting action items have follow up.
• Assists in preparing PowerPoint presentations, handouts, and related education materials for office leadership and programs.
• Implements and ensures quality of programs and support by communicating with the coordinators. Includes support for catering of snack and meals, IT and equipment, course materials and any issues related to registration/attendance at program functions.
• Accurately represents office programs and the university, and makes decisions (in partnership with coordinators and manager) related to running programs in an effective and conscientious manner.
• Maintains accurate and detailed event records, including data entry within the faculty database.
• Works with coordinators and manager on evaluation of events, new programs and other projects as assigned. Evaluate events and identify improvements for future events.
• Provides administrative support to office faculty by scheduling meetings, arranging travel, etc.
• Must be proficient with Outlook calendar system.
• Makes complex travel arrangements and completes travel reimbursements for departmental staff and visitors.
• Organizes and publicizes internal and external programs/presentations.
• Maintains and updates office network drive information and organization.
• Prepares correspondence, including composing program announcements, award acceptance, routine letters, and memos.
• Coordinates the collection, preparation, and dissemination of program materials as specifically assigned.
• Responsible for purchasing and financial transactions of the office in conjunction with the Senior Vice President of Health Science’s Finance unit.
• Provides back up for front desk and general office support such as greeting and directing visitors, handling incoming calls, and processing mail.
• Assists department with business planning and goal setting.
• Assists with the development of department budgets.
• Schedules, plans and coordinates work actions of support staff.
• Maintains budget records, such as reconciling accounts and preparing expenditure statements.
• Collects, organizes and analyzes data for specialized reports.
• Coordinates the collection and preparation of operating reports.
• Assists with the implementation of department and University policies and procedures.
• Provides administrative support to upper level department management by scheduling appointments, coordinating meetings and conferences and maintaining and ordering office supplies.

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.

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

• Desirable candidate will have demonstrated strong organizational capacity, ability to balance priorities, and ensure follow through with a diverse set of responsibilities.
• Candidate should have a working knowledge of Outlook, Zoom, Teams, Excel, PowerPoint, and other common office software programs.

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.

This position may require the successful completion of a criminal background check and/or drug screen.

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.”

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.

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.

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

Required Documents

• Resume
• Cover Letter
• List of References

Optional Documents

• Historical Only – Do Not Use – See Document Description for More Information – Addendum to the University of Utah – Veteran Only
• Historical Only – Do Not Use – See Description for More Information – Appropriate discharge document (such as DD-2214) – Veteran Only

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