Job Information
University of Utah Coordinator, Administrative Program in Salt Lake City, Utah
Details
Open Date 11/11/2024
Requisition Number PRN40302B
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 hrs/week
Full Time or Part Time? Full Time
Shift Day
Work Schedule Summary
Monday – Friday, 8AM – 5PM, some nights and weekends
VP Area U of U Health - Academics
Department 02145 - Faculty Academic Affairs
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 31600 to 50000
Close Date 02/28/2025
Job Summary
The Administrative Program Coordinator will support the faculty appointment, review, and advancement ( FARA ) process for the University of Utah Health schools and colleges. The Coordinator will be the FARA service representative for a selected number of departments. They will serve as the point person over these processes and will be responsible for coordinating and tracking all program functions related to the FARA process.
The Coordinator must possess advanced analytical and comprehension skills, as well as exceptional interpersonal and communication skills. The Coordinator works collaboratively with other health sciences departments, schools, and colleges and must demonstrate the ability to work effectively in a team environment. Effective team skills include the ability to clearly communicate department’s questions and issues to the group and participate in determining optional solutions. Coordinator must be able to professionally convey information via phone, email, and in person.
Expectations:
Capable of explaining issues in a concise manner to staff and faculty.
Strong interpersonal skills including tact, diplomacy, and flexibility to work effectively with senior administration, faculty, and staff.
Capable of coordinating efforts and collaborate with a variety of individuals having conflicting agendas.
Able to establish priorities and manage multiple activities to meet office, health sciences, and university deadlines.
Perform effectively under conditions of fluctuating workload with frequent workload changes and competing demands.
Able to complete assignments with attention to detail and a high degree of accuracy.
Develop detailed knowledge of all policies related to faculty appointment and actions.
Think through the consequences of a decision prior to making it. Ability to determine appropriate involvement to team and senior administration.
Capable of determining appropriate team involvement use of resources when answers to a problem are not readily apparent in vague circumstances.
Make appropriate decisions following standard office policies and past precedents.
Ability to identify and continually improve processes by identifying potentially more effective methods of operations.
Plans and implements activities of a program within a department, ensuring goals and objectives are in accordance with established criteria. Interprets program policies and advises program participants on the application of regulations.
Responsibilities
Job responsibilities will include, but not limited to:
Training department coordinators, overseeing day-to-day activities involved with implementing, monitoring, and troubleshooting problems with departments, preparing the Dean, Vice President of Health Sciences, and President Letters for candidates and ensuring the faculty files are in accordance with established criteria.
Ensuring all processes are performed in accordance with established criteria and interpret policies and advise faculty and departments on the application of institutional regulations.
Function as representative and advisor of the FARA process. Makes decisions and advises department faculty, administration, and coordinators. Must be familiar and knowledgeable about all FARA policies and guidelines and interpret these guidelines to departments and faculty members. Stay current with all standard FARA requirements/guidelines on a continuing basis to help faculty manage their career trajectory. Involves checking all educational regulatory and compliance guidelines and knowing when necessary to seek further advice from Director, Vice Dean, and Associate Vice President.
Oversees daily program operations and coordinates program activities. Develops and implements program goals and objectives. Must be able to make quick decisions while working under very tight deadlines where accuracy and details are vital. Reviewing multiple FARA letters and files, many that occur simultaneously and run under very intense time frames and being available to make on the spot decisions to ensure the processes are executed effectively and efficiently.
Monitors program quality, effectiveness, and researches improvement methods.
Advises staff and faculty regarding program policies, goals and related technical issues. Writes and edits program related materials for trainings, workshops, and conferences.
• Work with the other FARA Coordinators to organize and coordinate all FARA committee meetings to review department files, including managing the meetings, finalizing the minutes and reports for the candidate’s files.
Plan and implement activities for all program functions. This includes setting up meetings and schedules for the program faculty, establishing and maintaining tracking and reporting functions, and purchasing food and supplies for activities as needed.
Work with other coordinators as back up for other office functions.
Special projects as assigned.
Oversees daily program operations and coordinates program activities.
Develops and implements program goals and objectives.
Monitors program quality and effectiveness and researches improvement methods.
Establishes program budget; monitors and approves related expenditures and ensures budget goals are met.
Assists with grant writing and other fundraising activities.
Advises staff, students and others regarding program policies, goals and related technical issues.
Prepares reports, financial statements and records on program status and progress for management and outside agencies.
Writes and edits program related publications and promotional or educational materials.
Oversees others who schedule meetings, seminars and other program related functions.
May assign, direct and review work of support staff.
DISCLAIMER
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 (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
Bachelor’s degree in a related field plus one year directly related experience or equivalency required (2 years related work experience may be substituted for 1 year of education). 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.
Moderate to advanced computer skills in Microsoft Outlook, Word, and Excel.
Familiarity with Microsoft PowerPoint and the ability to learn new computer programs quickly is preferred.
Familiar and knowledgeable about School of Medicine, Health Sciences, and University processes.
Familiarity with Interfolio and UBox.
PROBLEM SOLVING
This position provides independent coordination and decision making for all activities of a specified program. The program outcome often impacts the University as a whole. Acts as a liaison between internal and external constituencies involved in program activities. Problems arising from these coordination efforts will be addressed by the incumbent who will refer to the director for issues outside of program policy and procedure guidelines.
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.
