Job Details

Office Administrator, III

Position Number: 9757320
Location: Salt Lake City, United States
Position Type: Secretary and Administrative Assistants

Office Administrator, III

Job Summary

Office Administrators
Oversee general office operations. Coordinate all aspects of the daily office environment including, but not limited to, office maintenance, ordering office supplies, and other duties to ensure the office operates smoothly and efficiently. Coordinate office equipment maintenance and initiate facility repair requests with building management and/or outside vendors. Work closely with executives and management on coordination of local culture and engagement initiatives including planning and logistics. Act as the face of the office and develop and maintain relationships with building management services, vendors, caterers, and various internal departments. Coordinate and schedule internal/external meetings, and conference/video calls on behalf of leaders. May be responsible for managing office budget and contract/price negotiations with vendors. May perform other duties including accounting support, reception, payroll, facilities, maintenance, supply management, and various back office functions.

Learn more about the great benefits of working for University of Utah: benefits.utah.edu

Responsibilities
Office Administrator, III-Manage complex calendars, scheduling, and meeting logistics for the CMO and CCO.
-Anticipate executive needs, identify potential scheduling or operational conflicts, and proactively recommend solutions.
-Monitor key deliverables and priorities on behalf of the CMO and CCO, ensuring deadlines and commitments are tracked and escalated when necessary.
-Support annual planning, goal tracking, and departmental reporting activities.
-Develop and maintain operational dashboards, trackers, and reporting tools for leadership decision-making.
-Demonstrated ability to exercise sound judgment, manage sensitive and confidential information, anticipate executive needs, and operate with a high degree of independence in a fast-paced environment.
-Assist with department events, retreats, recognition activities, and team engagement initiatives.
-Help support organizational culture and employee experience efforts within Marketing & Communications.
-Lead or support implementation of new departmental processes, systems, and workflow improvements.
-Serve as a liaison between Marketing & Communications leadership and internal/external stakeholders, helping facilitate timely responses and follow-through.
-Coordinate domestic and international travel arrangements, itineraries, reimbursements, and expense reporting for executive leadership.
-Process purchasing requests, office orders, invoices, and other administrative transactions for department leadership.
-Coordinate onboarding activities for new employees, including workspace preparation, technology requests, access coordination, orientation scheduling, and departmental resources.
-Prepare meeting agendas, record meeting minutes, distribute follow-up materials, and track action items to ensure timely completion.
-Maintain department databases, records, documentation, and shared resources, ensuring information is accurate, organized, and accessible.
-Serve as the department liaison for project management software, providing user support, maintaining templates and workflows, troubleshooting issues, and promoting consistent adoption across teams.
-Coordinate leadership meetings and departmental communications while maintaining confidentiality and professionalism.
-Assist with the preparation, organization, and distribution of executive reports, presentations, and other leadership materials.
-Build collaborative relationships across departments and serve as a primary administrative point of contact for Marketing & Communications leadership.
-Recommend and implement process improvements that increase operational efficiency and streamline administrative workflows.
-Provide general administrative and operational support to ensure continuity of department operations.

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).
Office Administrator, III: Requires a bachelor's (or equivalency) + 6 years or a master's (or equivalency) + 4 years of directly related work experience.

Preferences

Special Instructions

Requisition Number: PRN45882B
Full Time or Part Time? Full Time
Work Schedule Summary: Monday Friday 8:00am 5:00pm. Hybrid work available.
Department: 01887 - HS Marketing Strategy & Ops
Location: Campus
Pay Rate Range: $56,367 - $70,151
Close Date: 09/11/2026
Open Until Filled:

To apply, visit <a href=""https://apptrkr.com/9757320"">https://utah.peopleadmin.com/postings/206984