Details

The Office of Undergraduate Studies invites applications for the Administrative Manager for TRIO Programs. From admission to graduation, the units of the Office of Undergraduate Studies at the University of Utah provide every student with an exceptional educational experience that empowers them to lead transformational lives wherever their educational and professional futures take them.
Reporting to the Director of TRIO Programs, the Administrative Manager supports the day-to-day efforts of both the TRIO Student Support Services and TRIO Upward Bound programs. The position provides administrative and data entry support to a director and other full-time and part-time staff. Responsibilities include records management, scheduling, financial/budget management, space reservations, and other administrative and clerical duties. The position supervises two or more part-time student staff.

• Reception: Greets students and visitors; notifies staff of visitors; answers incoming phone calls and appropriately directs inquiries; refers students to other offices when appropriate; takes messages and delivers to staff.
• Supports the director with scheduling appointments and meetings.
• Payroll: Submits and updates DJOBS for staff; tracks and/or confirms hours worked for hourly employees; enters and/or edits payroll information (MyTime); coordinates with other departments regarding employees with multiple assignments.
• Purchasing, Bookkeeping, and Budget: Oversees funds for all projects and activities within TRIO; purchases goods and services needed by projects; uses appropriate account numbers and chartfields, prepares campus orders, purchase orders, payment requests, etc.; makes journal entries for internal (in office) account books for federal projects and other TRIO accounts; reallocates purchase card purchases monthly; assists the director with reconciliation of internal account books with University accounting records; maintains appropriate files and records (audit trail) of all expenditures.
• Student Record Keeping: Maintains records of students selected and served by projects. Accesses PeopleSoft and NavigateU student system for tracking student progress. Enters data (or supervises data entry by student employees) regarding students and student services into a spreadsheet or database; prepares and/or assists with statistical reports. Assure mailing lists, etc., are up to date.
• Staff Supervision: Supervises part-time and temporary office staff. Provides direction and training; plans and schedules clerical assignments; reviews work for accuracy when necessary.
• Equipment and Supplies Inventory: Maintains current inventory of project equipment and supplies; purchases basic office supplies; ensures adequacy of inventory; arranges for and schedules equipment maintenance; maintains records of equipment.
• Travel and Special Event Arrangements: Makes travel arrangements for staff and participants for conferences, college tours, etc.; coordinates and arranges for transportation, hotel, meals, facilities, entrance fees, etc., for participant activities and events.
• Facilities Arrangements: Coordinates with other staff to ensure scheduling of classrooms, meeting rooms, dining services (especially during summer program), etc.
• Filing: Files or supervises filing of documents, purchase records, student files, etc.; maintains appropriate and retrievable filing systems within the office.
• Preparation of Proposals and Reports: Assists the director and/or other staff with preparation of grant proposals and APR reports. Supervises maintenance of information, databases, etc., necessary for reporting. Assists with the preparation of narrative and statistical reports required by the US Department of Education. Prepares or assists with the preparation of other reports for internal or external use or distribution.
• Box Drive: Oversees all file, image, and document placement on the departmental network drives.
• Office Cleanliness: Lead efforts to ensure office cleanliness and organization is a shared responsibility.
Other Functions
• May prepare or assist with publication of project newsletters, including summarizing other materials, composing short articles, typing, editing, layout, etc., in preparation for publication.
• Support TRIO event set-up and takedown.
• Updates brochures, forms, staff/student manuals, and other items for distribution.
• Attends every staff meeting; takes minutes.
• May represent Director, other staff, or TRIO in general at university meetings.
• Handles inquiries regarding program eligibility, services, & requirements of participants.
• May contact current students to schedule appointments, notify them regarding activities, assist with problems, etc.
• Assists the director and other staff with various projects or responsibilities, as necessary.
• Assumes other appropriate duties as assigned, takes initiative for other tasks.
• Establishes procedures for essential departmental functions (office forms).

Bachelor’s degree in Business Administration or related area, or equivalency (one year of education can be substituted for two years of related work experience); eight years of progressively more responsible management experience; and demonstrated leadership, human relations, and effective communications skills required.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

• Experience with TRIO program or similar educational programs serving first-generation and or low-income populations.
• Experience working with college access programs for high school students.
• Administrative experience with federal grant programs and grant compliance, including developing and administering budgets.
• Bi-lingual

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 possess a strong commitment to improving access to higher education.

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.

Consistent with state and federal law, the University of Utah 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 Title IX ( OEO). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utah Non‑Discrimination page

Online reports may be submitted at https://oeo.utah.edu


https://publicsafety.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.

As per University of Utah policy 5-108: Transfer of Benefits Eligible Staff Members, a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period.