Job Details

Administrative Assistant

Position Number: 9969433
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. Maintain reception area and greet visitors. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Manage department events, including planning, set up, logistics, and communicating with vendors. Track expenses, monitor and order office supplies, and schedule maintenance repairs. Sort and distribute incoming mail and handle outgoing mail for the department. Receive purchase orders and stock supply cabinets. Remain knowledgeable of 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. Highest-level support. Perform advanced tasks under minimal supervision.

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

Handles weekly routine office tasks associated with the logistics of the department, including reception and greeting visitors.
Assists in planning and execution of department meetings including Grand Rounds, leadership retreats, and other events as needed.
Assists with travel arrangements for faculty and University guests.
Arranges large department purchases and submits monthly P-Card reallocation.
Manages complex calendars, scheduling priorities, travel arrangements, and meeting logistics.
Coordinates executive correspondence, prioritizes requests, and ensures timely follow-up on action items.
Represents the department professionally when interacting with internal and external stakeholders.
Assists in planning, tracking milestones, coordinating meetings, maintaining documentation, and monitoring deliverables for department-sponsored initiatives.
Reviews calendars and important meeting dates with the intent of planning necessary steps for a positive outcome.
Submits ePayment Requests (ePR) and other invoice payments for the department.
Places office supply orders, including snacks, beverages, and paper goods for the department.
Receives purchased orders from vendors and stocks kitchen areas and storage cabinets.
Sorts and distributes mail and packages for the department.
Orders and tracks department keys.
Manages inventory for department owned equipment including computers, printers, and other items.
Submits requests for campus surplus pickup as needed.
Coordinates catering and set up for department meetings.
Leverages automation tools if needed.
Collaborates on additional projects as assigned.

Technology Proficiencies

Proficient in Word Processing and other MS Office tools, ie Excel, PowerPoint, OneDrive.
Support large meetings utilizing Teams, Skype or Zoom when needed.
Maintain SharePoint and OneDrive folders with accuracy and organization.

Knowledge / Skills / Abilities

Be able to work and produce work effort with minimal oversight.
Demonstrate problem solving skills.
Demonstrate a team work effort to working with other administrative or executive assistants.
Develop strong listening and cooperation skills.
Ability to perform the essential functions of the job as outlined in the position description.
Ability to multi-task and prioritize in an organized fashion, with a high attention to detail.
Anticipates and takes initiative for what needs to be done and functions with minimal direction.
Adhere to schedule hours.

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, III: Requires 3+ years of related experience.
Administrative Assistants, IV: Requires 5+ years of related experience.

Preferences

Special Instructions

Requisition Number: PRN46712B
Full Time or Part Time? Full Time
Work Schedule Summary: weekdays
Department: 00256 - Surgery Administration
Location: Campus
Pay Rate Range: $12.62 - 31.29
Close Date: 02/10/2027
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/211976