Job Details

Administrative Assistant

Position Number: 9866960
Location: Salt Lake City, United States
Position Type: Secretary and Administrative Assistants

Administrative Assistant

Job Summary

Perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of group / department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers.

Learn more about the great benefits of working for University of Utah: benefits.utah.edu
The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.

Responsibilities
Essential Functions

ePayment Requests (ePR) for study participants, staff, and faculty
- Submit within one week of receiving from coordinator
Creates monthly OGRN newsletter and sends out by first Friday of every month
PubMed publication tracking; update every 2-4 weeks
Prepares agendas for OGRN Admin meetings
- Send email two days before meeting asking for agenda items
- Send completed agenda on day of meeting by 9:00am
Gift card purchasing, tracking, and audits
Supply ordering (including gift cards)
- Processed within 1-2 days of receiving from team member
- Email confirmation once the item is ordered
- Check confirmations every week for orders that are behind schedule or have not been delivered.
- Update the team members as needed regarding the status of their order
P-Card reallocation; ensure everything is updated by the 1st of the month for the previous month
Travel booking and documentation for staff and faculty; to be booked within 1 week of receiving necessary information
Conference registration for staff and faculty; to be booked within 1 week of receiving necessary information
Maintains Research website
Manages MyTime requests
- Sends reminders about pay period closing the day before
- Reminder emails to staff the morning after pay period close to those who haven't approved their time cards
Employee mileage reimbursements; EPR to be created/submitted within 1 week
Review and track employee trainings and certifications
- Check and update every 2 weeks
- Notify employees of upcoming trainings that are due
Screening reports
Completes deposits at Park Building during work hours in a timely and responsive manner
Office and lab supply ordering for OGRN; to be submitted within 1 week (or sooner)
Sort and distribute incoming packages and mail in a timely and responsive manner
Manage social media accounts
- Handles payment twice monthly
- Checks on active advertisements daily
- Sets up new ads within a week of receipt of all pertinent information
Handles subscription payments as they come in
Provides effective and timely support to faculty members including calendar management, scheduling meetings, update CV's, general support/requests
Checks RightFax for medical records or other incoming faxes daily
Ordering and tracking department keys
Catering for meetings
Surplus
Archiving
Phone lines, computers, technical support
Pagers
SmartWeb distribution lists

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.

Team Culture

Supports a transparent and supportive work environment
Reliable, displays a positive attitude, does not engage in gossip, supports the team and is flexible
Communicates problems, issues and frustrations to supervisor and/or OB/WCSL Leadership

University of Utah Health Benefits Package University of Utah Health is proud to offer a generous benefits package! Our healthcare plans include medical and dental coverage, prescriptions, basic vision coverage, and behavior health benefits. Employees are eligible for a discount of up to $40 per month on their premiums for participating in our Well-U Wellness Program. Our retirement plan includes automatic enrollment into our University-funded 401(a) plan with a contribution rate of 14.2%! Additional benefits include half-off tuition for employees, their spouses, and their dependent children, University-provided Part I life insurance, and discounts through many retail vendors who have teamed up with the University. Visit our Benefits website for more information at www.hr.utah.edu/benefits.
Administrative Assistants, II Perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of group / department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers. Completes routine tasks under moderate supervision.Requires at least 1 year of related experience.This is an Intermediate Level position in the Support track.Job Code: S22732Grade: S14
Administrative Assistants, IIIPerform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of group / department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers. Completes assignments with little supervision. May assist less-experienced team members.Requires 3+ years of related experience.This is a Skilled Level position in the Support track.Job Code: S22733Grade: S16
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.

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).
Department may hire employee at one of the following job levels:
Administrative Assistants, II: Requires at least 1 year of related experience.
Administrative Assistants, III: Requires 3+ years of related experience.

Preferences
Familiarity with the University of Utah purchasing, and travel protocols are strongly preferred. Expertise with Microsoft Office, especially Outlook, Word, and Excel. Prior experience working in a research administration office or with academic research or researchers.

Special Instructions

Requisition Number: PRN46349B
Full Time or Part Time? Full Time
Work Schedule Summary: Monday through Friday, 8:00am to 5:00pm. Some earlier mornings and later evenings may be required.
Department: 00931 - Ob/Gyn Research Network
Location: Campus
Pay Rate Range: 16.00 - 26.00
Close Date: 12/11/2026
Open Until Filled:

To apply, visit <a href=""https://apptrkr.com/9866960"">https://utah.peopleadmin.com/postings/209955