Office Administrator - Career Service Exempt

Office Administrator - Career Service Exempt

Full-Time, 30 hours/week with benefits, potential to transition to 40 hours/week.
Benefits Eligibility – This position is eligible for a full benefits package.
Salary – $23.00 - $33.00 Hourly Wage
Remote Work / In-Office – Hybrid
Final date to receive applications – 10/4/2026*

* This job posting may close at any time after the minimum advertising period of three (3) business days has passed, should a sufficient applicant pool be received. Applicants are encouraged to apply as early as possible.

Are you a proactive, detail-oriented professional who thrives in a dynamic, high-impact environment? Do you want your daily work to directly safeguard resources for Utah’s public schools and institutional trust beneficiaries?

At the Advocacy Office, we ensure the integrity and lasting impact of Utah's school and institutional trust lands. We are seeking an exceptional Office Administrator to serve as the administrative hub of our agency. In this newly designed position you will be the vital thread connecting our council members, state agencies, and key external stakeholders. If you are ready to bring organization, precision, and energy to a mission-driven team, this is your opportunity to work with purpose.

• Serve as administrative support for council and stakeholder meetings, handling scheduling, meeting logistics, public reporting compliance, and the preparation, assembly, and distribution of materials.
• Research and respond to stakeholder requests.

• Manage documentation and compliance requirements with outside institutions and for the distribution compliance program.
• Collect, analyze, summarize, and review data to draft report findings.
• Coordinate program initiatives and special projects.

• Standardize and maintain office workflows, project tracking systems, job duties, forms, and policy documentation.
• Manage, coordinate, and maintain calendars, appointment schedules, daily priorities, and internal/external meetings.
• Coordinate office events and oversee day-to-day office operations, including supplies, equipment, mail, and reception coverage.

• Serve as the primary contact and maintain effective working relationships with state agencies and external organizations, including finance, records, human resources, and technology.
• Reconcile credit card statements, receipts, and invoices, and process reimbursements, vendor payments, and financial transactions using state systems.
• Coordinate office travel in compliance with state policies, managing pre-approvals, bookings, itineraries, and post-travel expense reconciliations.

• Receive and screen incoming communications; draft responses, delegate action items to appropriate staff, and follow up to ensure timely resolution.
• Write, draft, format, and edit outgoing correspondence, presentation materials, and notices.
  Track relevant legislative developments, current events, industry updates, and social media related to the office.

• Experience:
  
  3+ years of professional experience in administrative support or operational logistics.
• Technical
  
  Skills:
  
  Advanced proficiency in Microsoft 365 (Word, Excel, PowerPoint) and Google Workspace. Experience with state systems (FINET/Vantage, SAP Concur) and  is preferred.
• Core Strengths:
  Demonstrated ability to prioritize, manage complex schedules, and multitask seamlessly with frequent interruptions.
• Mindset:
  High degree of organization, detail orientation, strong work ethic, and the ability to work effectively both independently and collaboratively within a small team.

310 S Main, STE 1275
Salt Lake City, Utah,…