Operations and Personnel Administrator

Job Summary The Spencer Fox Eccles School of Medicine (SFESOM) at the University of Utah combines excellence in teaching, research, and clinical expertise to train tomorrow's physicians for the rapidly changing world of medicine. The Mission-Driven Medical Degree (MD) Program in the SFESOM Dean's Office emphasizes community, relationships, and collaboration.

The Operations and Personnel Administrator supports the SFESOM Dean's Office by providing human resources, legal, and review committee support with minimum supervision, as well as other various administrative functions. This position is a team member of the Administrative Unit and reports to the Director of Administration & Personnel.

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

The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.

• Provides recruitment support by posting jobs, managing applicant workflow, following-up on special handling flags
• Provides onboarding support by preparing the offer letter, processing pre-hire checks (hiring proposal, background check, drug screening, references, gathers personal information, etc.), completing Form I-9, schedules and conducting Dean's Office orientation
• Prepares and distributes monthly staff newsletter
• Updates personnel records
• Updates and maintains organizational charts
• Provides support with annual processes (performance management, training compliance, budget preparedness, etc.)
• Maintains various SFESOM contact directories (online, listservs, payroll lists, etc.)
• Provides back-up support to Payroll Reporters
• Special human resources projects as assigned
  
  Legal & Review Committee Support
• Acts as main point of contact between SFESOM MD program and the University's Office of General Counsel in the processing of affiliation agreement contracts
• Works collaboratively with other SFESOM MD program teams to receive, complete, track, and finalize affiliation agreement contracts in a timely and effective manner
• Maintains finalized affiliation agreement contracts by monitoring expiration and renewal dates
• Provides support for the SFESOM MD program Advancement Review Committee (ARC) by scheduling student and faculty subcommittees
• Prepares and distributes materials, takes minutes, and tracks outcomes for ARC subcommittee meetings
• Partners closely with SFESOM Student Affairs and SFESOM Curriculum leadership, students, and faculty to ensure timely, efficient, and seamless subcommittee meetings
• Maintains organized files
  
  Other Administrative Functions
• Manages departmental purchasing card, including making purchases and checking the card out to other approved SFESOM individuals
• Participates in departmental budget meetings
• May provide one-time or limited support to administrative unit team members on various special projects

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.

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