Job Information
University of Utah Administrative Officer in Salt Lake City, Utah
Details
Open Date 12/17/2024
Requisition Number PRN40814B
Job Title Administrative Officer
Working Title Administrative Officer
Job Grade D
FLSA Code Administrative
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
Monday – Friday 8:00 am – 5:00 pm, some nights and weekends for special events. This position will be hybrid.
VP Area U of U Health - Academics
Department 00958 - DFPM-Administration
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 45,000 - 55,000 (DOQ)
Close Date 02/17/2025
Priority Review Date (Note - Posting may close at any time)
Job Summary
The Division of Public Health, Department of Family and Preventive Medicine at the University of Utah is seeking an Administrative Officer. Under the direction of the Associate Director, this position will provide complex administrative support to the Division’s staff, faculty, and students. The role involves exposure to and participation in various administrative areas, including data entry, budget management, tracking, event planning, and scheduling etc.
Responsibilities
A.) Supports with meeting scheduling, maintaining professional memberships, reviews and sends out correspondence
B.) Assists faculty, staff and students with classroom needs, book orders, travel arrangements through Concur, memberships, reimbursements
C.) Assists HR Manager with onboarding and offboarding (building access, parking permits, update division list serve, business cards, name plate, mail box)
D.) Coordinates facilities for office moves
E.) Assists Administrative Manager in event planning, purchasing, organization, setting up, cleaning up, etc. for any special events ie. Graduation Celebration Reception, Student Orientation Dinner, Division Holiday Party, Annual Division Retreat, Sundwall Lecture, and Disaster Conference.
F.) Main contact for Public Health Grand Rounds including scheduling of venues, flyers, RSVP’s, catering needs, organization and planning, assists in set up and clean up for any special events
G.) Add and maintains Events Calendar and add all events to webpage calendar.
H.) Orders supplies (office, breakroom, catering, staff and faculty wall photos, lab supplies etc.)
I.) Prepares Journal Entries, Departmental Deposits, Gift Deposits
J.) Support in wire process payments if needed
K.) Maintains and verifies accounts payable
L.) Submits and tracks, invoices, ushop orders, ePRs, participate payments, gift cards purchases and tracking etc.
M.) Pcard reallocator
N.) Support Administrative Managers in maintaining CVs, MBM updates, biosketches, and drafting letters as needed.
O.) Responsible for tracking faculty leave
P.) Other duties as assigned.
This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.
Work Environment and Level of Frequency typically required
Nearly Continuously: Office environment.
Physical Requirements and Level of Frequency that may be required
Nearly Continuously: Sitting, hearing, listening, talking.
Often: Repetitive hand motion (such as typing), walking.
Seldom: Bending, reaching overhead.
Minimum Qualifications
Bachelor’s degree in Business, Finance, or a related field, or equivalency (one year of education can be substituted for two years of related work experience). Three years experience that includes specific involvement in maintaining complex financial records, developing and monitoring departmental budgets and preparing related reports; and demonstrated organizational, human relation and effective communication skills.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
Type Benefited Staff
Special Instructions Summary
Additional Information
The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.
This position may require the successful completion of a criminal background check and/or drug screen.
The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.
All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.
The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.
To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/
Online reports may be submitted at oeo.utah.edu
https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.
