Administrative Assistant

Applicants must be authorized to work in the United States.

All employees are expected to maintain a permanent residence within the State of Utah as a condition of employment. New employees must provide a valid Utah residential address within 30 days of their start date.

Salt Lake Community College Career Services helps students understand who they are, what they want to do professionally, and how to get there. The office runs student employment, employer engagement, and career coaching. The Administrative Assistant is the operational backbone of this work: this role keeps the office running, manages its budgets and systems, and gives the Director and Leadership Team the capacity to focus on students and strategy.

The Administrative Assistant owns office operations, manages over $1,000,000 across program and grant budgets, runs the personnel and payroll processes behind a large student employment program, and serves as a member of the office's leadership team.

• Preparing and maintaining fiscal and budgetary records
• Coordinating appointments and meetings
• Handling personnel and human resources paperwork, including PAFs and payroll processing for student employees
• Maintaining and ordering office supplies
• Collecting, organizing, and analyzing data for specialized reports
• Collaborating with Career Services staff across student employment, employer engagement, and career coaching
• Processing and disseminating information to internal and external constituents
• Clerical duties such as e-filing and relaying messages
• Assisting in managing the office and departmental events, on campus and/or virtual
• Handling work of a confidential nature
• Other tasks or responsibilities as needed for the department

A successful candidate will love working with students and staff in a fast and changing environment; have strong skills in budgeting, Excel, and reporting; have excellent written and verbal communication skills; be excellent at conflict management and problem solving; love working with people; and be very detail oriented.

This position is an on-campus position at the Taylorsville Redwood Campus.

• Manage daily operations of the Career Services office, including workflows, procedures, supplies, equipment, and the department's physical space
• Inform and train Career Services staff on office and college procedures, processes, and protocols
• Oversee administrative processes for onboarding and offboarding, including access, clearance, equipment, and workspace setup
• Coordinate departmental events, staff retreats, and morale initiatives from planning through execution
• Supports event management for departmental programming, including job fairs and career events
• Manage professional development requests, including in-state and out-of-state travel arrangements and paperwork
• Manages the team's shift schedules and campus locations, coordinating coverage across service points
• Serve as a member of the leadership team by role modeling positive behaviors and holding team members accountable to team values

• Track and manage over $1,000,000 across the office's base, revenue, program, and grant budgets, including Student Employment and Job Fairs
• Prepare monthly budget reports for the Director and support budget reconciliation
• Establish and maintain bookkeeping practices that give leadership a clear, current picture of the office's finances
• Process fiscal paperwork, including requisitions, purchase orders, reimbursements, fund transfers, reallocations, purchasing card statements, vouchers, and grant expenditures
• Support employer engagement budgets, sponsor ships, and related revenue tracking

• Run personnel and payroll processes for the office, including PAFs, job postings, and HR paperwork supporting a large student employment program
• Maintain and support office systems and platforms, including records, data entry, and access requests in college HR, finance, and career services systems
• Collect, organize, and analyze office data for annual reports and specialized reporting
• Supports the collection and reporting of data for career outcomes, including First Destination Survey processes
• Keep accurate records of staff and committee meetings through effective minutes

• Manage the Director's calendar, anticipating, planning, and scheduling internal and external commitments
• Prepare the Director for meetings by gathering and researching information, maintaining relevant files, and briefing them on important matters
• Research, compile, and disseminate information to the Career Services team
• Manage the Career Services email inbox and voicemails, and respond to inquiries from students, staff, other SLCC departments, and the public
• Provide backup coverage for the Career Services front desk and perform general clerical functions as needed
• Other duties as assigned