Job Details

Administrative Assistant

Position Number: 6975279
Location: Salt Lake City, UT
Position Type: Secretary and Administrative Assistants

Administrative Assistant

Job Summary

Administrative Assistant
This position provides advanced administrative and operational support for the Chemistry Department, ensuring efficient coordination of personnel processes, operations that support research in the Department, and programmatic activities. This role manages complex administrative functions including Mytime reporting, space and service agreement administration, faculty recruitment logistics, event coordination, compliance support, and database management. The position serves as a key liaison between faculty, staff, external partners, and institutional offices, supporting both day-to-day operations and strategic initiatives.

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
Duties:

Process and manage staff timecard entries, ensuring accuracy and compliance with institutional policies.
Coordinate space rentals within Chemistry Department facilities, including scheduling, documentation, and client communication.
Administer and track service agreements related education and research operations.
Conduct space surveys and support administrative audits to maintain compliance and reporting accuracy.
Organize faculty candidate travel and interview schedules, ensuring seamless coordination across stakeholders.
Support planning and execution of special events, including graduate student recruitment events and weekend programming.
Maintain and update databases related to external engagement and program activities.
Provide operational and facility support, including addressing safety concerns and liaising with facilities management.
Manage event calendars, room reservations, and signage for facility and departmental activities.

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

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, 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
Preference for 3+ years of experience

These responsibilities require a high level of accuracy and attention to detail, particularly in serving as the backup for timecards. The role also requires additional training and security clearance, as well as preparation for the programmatic, operational, and infrastructure-support functions assigned to this position. An additional responsibility, especially relevant for faculty candidates, includes managing reimbursements for visiting candidates and for departmental faculty who incur expenses throughout the recruitment and interview process.

The position encompasses several duties typically associated with an Admin I or Admin II, including travel coordination, ePR processing, and other administrative workflows. It also carries expanded responsibilities in engagement, event management, and weekend program coordination. These activities include recruiting events, orientation, graduation, the Utah High School Chemistry Teachers' Workshop, the Distinguished Alumni and Distinguished Professors celebrations, the annual awards program, and other recurring departmental events. The role further supports the department by overseeing main office functions, managing the departmental events calendar, and maintaining electronic signage.

Special Instructions

Requisition Number: PRN44394B
Full Time or Part Time? Full Time
Work Schedule Summary: M - F 8am to 5pm
Department: 00121 - Chemistry
Location: Campus
Pay Rate Range: 20.00 - 21.68/hr depending on experience
Close Date: 5/3/2026
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/197279