Details

The Office Administrator is the face of the College of Pharmacy. Your desk will be the first stop for visitors, students, and employees to ask questions or get guidance. You will work closely with the Dean, Student Affairs, Experiential Education, Marketing, College Departments, and Alumni Relations. This position needs a people person; someone who is friendly and welcoming. You should also be able to deal with emergencies in a timely and effective manner, while streamlining office operations. This position is mostly self-directed and will entail a variety of tasks and projects.

Duties and Responsibilities

• Handle the administrative matters regarding day-to-day operations and procedures for the College of Pharmacy.
• Assist the Executive Assistant and the Executive Associate Dean of Professional Education with projects, scheduling, and administrative work.
• Serve as first point of contact for Student Services, Experiential Education, Marketing and other college departments.
• Assist in event planning, coordination, setup, and day of details for all departments in the Dean’s Office.
• Maintain an efficient Dean’s Office by receiving visitors by greeting, directing, and advising them appropriately; answer, screen and forward incoming phone calls; receive and sort daily mail and packages; do inventory, order supplies, and maintain equipment in office and kitchen area; and other clerical duties such as photocopying, transcribing, etc.
• Process and track any facility requests including maintenance issues, construction, or ongoing projects.
• Update conference, testing, class, meeting and Dean’s Office staff calendars.
• Monitor conference rooms and Student Computer lab including access and supplies.
• Organize and facilitate student testing procedures, including equipment loans.
• Coordinates details such as purchasing activities, document control, and maintenance of departmental and college records.
• Serve on various college committees.
• Update and coordinate the Dean’s Office Emergency procedures, including monthly AEDEAP site checks and weekly call check in.
• Contact person for loading dock deliveries and operation of dock.
• Assist with clerical duties for other departments, especially Student Services and Experiential Education, as time and experience allow.
• This is an onsite, 40-hour position.
• May be required to perform other duties as assigned.

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).

Office Administrator, I: Requires a bachelor’s (or equivalency) + 2 years of directly related work experience or a master’s (or equivalency) degree.

• Bachelor’s degree in business or related field, or equivalency (2 years related work experience may be substituted for 1 year of education).
• Excellent organizational and time-management skills with a professional attitude and appearance.

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.