Administrative Assistant

Bookmark this Posting Print Preview | Apply for this Job

Please see Special Instructions for more details.

Please submit a cover letter, resume and list of references after completing the on-line application.

Announcement

Details

Open Date 11/12/2025

Requisition Number PRN
43572B Job Title Administrative Assistant Working Title Administrative Assistant Career Progression Track D Track Level FLSA Code Nonexempt Patient Sensitive Job Code? No Standard Hours per Week 40 hours Full Time or Part Time? Full Time Shift Day Work Schedule Summary

Monday - Friday, 8am - 5pm. While this position is intended to work on campus, there may be the ability to work remotely, based on needs. An employee hired into this role who telecommutes will be responsible for providing space, telephone, printing, networking, and/or internet capabilities at the telecommute location and sign the University of Utah's Telecommuting Agreement.

VP Area U of U Health - Academics Department 02145 - Faculty Academic Affairs Location Campus City Salt Lake City, UT Type of Recruitment External Posting Pay Rate Range 15.19 to 19.00 Close Date 01/30/2026 Priority Review Date (Note - Posting may close at any time)

Job Summary

The Administrative Assistant (AA) will be part of the Office of Faculty for University of Utah Health. The office supports an Associate Vice President, an Assistant Vice President, a Vice Dean, and Director. The AA will provide administrative and program support to office leadership and programs.

This position is a pivotal point person for the office, maintaining professional office appearance, organizing and being office representative at meetings, answering phone inquiries, supporting coordinators, and office programs.

The incumbent may be required to prioritize tasks received from the AVP's, dean, director, and staff and determine the order of importance. The incumbent must use discretion and judgement when scheduling appointments and in screening calls. This position requires excellent organizational, time management and communication skills as well as good judgment about providing a professional environment and managing tight deadlines.

Responsibilities will include planning and implementing activities for the office and coordinators of the programs, setting up meetings and maintaining calendars for the program faculty/administrators, coordinating travel, coordinating weekly/monthly seminar sessions, establishing, and maintaining tracking databases, assisting with gathering and updating website content, and purchasing food and supplies as needed.

This position is responsible for solving office problems by knowing and using appropriate resources. Plans and expedites their flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.

Desirable candidate will have demonstrated strong organizational capacity, ability to balance priorities, and ensure follow through with a diverse set of responsibilities. Candidate should have a working knowledge of Outlook, Zoom, Teams, Excel, PowerPoint, and other common office software programs.

Provides complex administrative support for department management. Coordinates and oversees the work of support staff.

Responsibilities

Job Functions

* Works closely with office leaders and coordinators to efficiently meet all their needs and anticipate future support.

* Maintain and coordinate meetings, calendars, and phone calls. This may include development of meeting agendas, minutes, and task lists.

* Takes minutes in meetings and helps to produce formal minutes for records.

* Assists with assuring meeting action items have follow up.

* Assists in preparing PowerPoint presentations, handouts, and related education materials for office leadership and programs.

* Implements and ensures quality of programs and support by communicating with the coordinators. This includes support for catering of snack and meals, IT and equipment, course materials and any issues related to registration/attendance at program functions.

* Accurately represents office programs and the university. Be responsible for making decisions (in partnership with coordinators and manager) related to running programs in an effective and conscientious manner.

* Maintains accurate and detailed event records, including data entry within the faculty database.

* Works with coordinators and manager on evaluation of events, new programs and other projects as assigned. Evaluate events and identify improvements for future events.

* Provides administrative support to office faculty by scheduling meetings, arranging travel, etc.

* Must be proficient with Outlook calendar system.

* Makes complex travel arrangements and completes travel reimbursements for departmental staff and visitors.

* Organizes and publicizes internal and external programs/presentations.

* Maintains and updates office network drive information and organization.

* Prepares correspondence, including composing program announcements,…