Job Information
University of Utah Coordinator, Administrative Program in Salt Lake City, Utah
Details
Open Date 08/28/2024
Requisition Number PRN39691B
Job Title Coordinator, Administrative Program
Working Title Coordinator, Administrative Program
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
VP Area Academic Affairs
Department 00089 - English
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $45,000-$55,000
Close Date
Open Until Filled Yes
Job Summary
The English Department’s Administrative Program Coordinator will provide logistical support for all Department activities and create a welcoming environment for faculty, staff, students, and the general public. This position will work with the Administrative Manager, Department Chair, and Department Staff to ensure that the day-to-day operations of the department run smoothly and effectively. Further, the Administrative Program Coordinator will oversee the website, event coordination, social media outreach, and the maintaining of department files and records.
Responsibilities
Office tasks
Serve as front desk and face of the department. Represent the Department in a professional and welcoming manner, greet visitors, and field requests.
Maintain the office space including break areas and student lounge. Oversee office supplies and needs. Keep the kitchen and lounge areas stocked.
Assist faculty and staff with copy and scanning needs. Oversee the maintenance of the copier and copy room.
Will be responsible for ordering supplies through USHOP
P-card purchasing
Will continually update the front desk display to highlight events, personnel, etc.
Maintain a record of minutes and other internal department documents.
Keep calendars and schedules for department events. Help schedule rooms for meetings.
Submit maintenance requests and work orders to related university facilities to include plumbing, lighting, HVAC , etc. Report and oversee any issues with the department spaces.
Assist in office organization, including the upkeep of faculty and student mailboxes and department bulletins.
Ensure daily collection and distribution of mail.
Work closely with staff to assist in their assignments.
Events Coordination
Arrange for housing/travel for Guest Writers Series, miscellaneous department guests, grad student recruits, etc.
Assist Department students and staff in organizing student-centered activities.
Work with staff and faculty in facilitating department events (scheduling, ordering food, etc.).
Assist with department committee and leadership needs, including the publicity of events, flyers, posters, and announcements.
Catering events
Assist Manager with payments (honoraria, travel expenses, etc.)
Organize annual Staff Café (January)
Social media
Manage web page
Manage social media.
Collaborate with the College marketing team.
Assist faculty and students to promote English events, spotlights, and news.
Student support/services
Assist Associate Chair with class scheduling
Update course descriptions
Direct students to appropriate staff/faculty.
Alumni outreach
Minimum Qualifications
Bachelor’s degree (or equivalency) in a related field plus one year directly related experience or equivalency. Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.
EQUIVALENCY STATEMENT : 1 year of higher education can be substituted for 1 year of directly related work experience. (Example: bachelor’s degree = 4 years of directly related work experience.)
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
2 years of related work experience in areas of event planning, office management, social media, and/or student services
Excellent writing skills
Be able to relay complex information to a variety of people while maintaining excellent customer service and will be able to work both independently and part of a team.
Experience with Adobe products and Microsoft Office. Video editing skills a plus. Web page development a plus.
Familiarity with University of Utah policies and procedures, as well as University systems is preferred.
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.
