Administrative Assistant

Job Summary

The Administrative Assistant (AA) will support the Office of Faculty for University of Utah Health, which provides leadership to an Associate Vice President, Assistant Vice President, Vice Dean, and Director.

Key responsibilities include maintaining a professional office appearance, coordinating meetings and travel, managing program support, ensuring accurate tracking databases, updating website content, and purchasing supplies.

• Coordinate meetings, calendars, phone calls, and develop agendas, minutes, and task lists.
• Take minutes in meetings and produce formal minutes for records.
• Assist in preparing PowerPoint presentations, handouts, and related education materials for office leadership and programs.
• Implement and ensure quality of programs and support by communicating with coordinators, including catering, IT, course materials, and registration/attendance issues.
• Accurately represent office programs and the university, making decisions in partnership with coordinators and manager.
• Maintain accurate and detailed event records, including data entry within the faculty database.
• Work with coordinators and manager on evaluation of events, new programs, and other projects; evaluate events and identify improvements.
• Provide administrative support to office faculty by scheduling meetings, arranging travel, etc.
• Make complex travel arrangements and complete travel reimbursements for departmental staff and visitors.
• Organize and publicize internal and external programs/presentations.
• Maintain and update office network drive information and organization.
• Prepare correspondence, including composing program announcements, award acceptance letters, routine letters, and memos.
• Coordinate 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.
• Provide backup for front desk and general office support such as greeting visitors, handling incoming calls, and processing mail.
• Assist department with business planning and goal setting.
• Assist with the development of department budgets.
• Schedule, plan, and coordinate work actions of support staff.
• Maintain budget records, such as reconciling accounts and preparing expenditure statements.
• Collect, organize and analyze data for specialized reports.
• Coordinate the collection and preparation of operating reports.
• Assist with the implementation of department and University policies and procedures.

Associate degree in business or equivalent (one year of education can be substituted for two years of related work experience). 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.

Demonstrated strong organizational capacity, ability to balance priorities, and ensure follow‑through with a diverse set of responsibilities. Working knowledge of Outlook, Zoom, Teams, Excel, PowerPoint, and other common office software programs.

Nearly continuously: office environment.

Physical requirements:

sitting, hearing, listening, talking; often: repetitive hand motion (such as typing), walking; seldom: bending, reaching overhead.

Monday – Friday, 8am – 5pm. Remote work possible as needed. Telecommuting Agreement required for employees who telecommute.

Pay Rate Range: $15.19 – $19.00 per hour.