Details

Monday – Friday 8:00am – 5:00pm. Hybrid work available.

Oversee general office operations. Coordinate all aspects of the daily office environment including, but not limited to, office maintenance, ordering office supplies, and other duties to ensure the office operates smoothly and efficiently. Coordinate office equipment maintenance and initiate facility repair requests with building management and/or outside vendors. Work closely with executives and management on coordination of local culture and engagement initiatives including planning and logistics. Act as the face of the office and develop and maintain relationships with building management services, vendors, caterers, and various internal departments. Coordinate and schedule internal/external meetings, and conference/video calls on behalf of leaders. May be responsible for managing office budget and contract/price negotiations with vendors. May perform other duties including accounting support, reception, payroll, facilities, maintenance, supply management, and various back office functions.

Learn more about the great benefits of working for University of Utah: benefits.utah.edu

-Manage complex calendars, scheduling, and meeting logistics for the CMO and CCO
-Anticipate executive needs, identify potential scheduling or operational conflicts, and proactively recommend solutions.
-Monitor key deliverables and priorities on behalf of the CMO and CCO, ensuring deadlines and commitments are tracked and escalated when necessary.
-Support annual planning, goal tracking, and departmental reporting activities.
-Develop and maintain operational dashboards, trackers, and reporting tools for leadership decision-making.
-Demonstrated ability to exercise sound judgment, manage sensitive and confidential information, anticipate executive needs, and operate with a high degree of independence in a fast-paced environment.
-Assist with department events, retreats, recognition activities, and team engagement initiatives.
-Help support organizational culture and employee experience efforts within Marketing & Communications.
-Lead or support implementation of new departmental processes, systems, and workflow improvements.
-Serve as a liaison between Marketing & Communications leadership and internal/external stakeholders, helping facilitate timely responses and follow-through.
-Coordinate domestic and international travel arrangements, itineraries, reimbursements, and expense reporting for executive leadership.
-Process purchasing requests, office orders, invoices, and other administrative transactions for department leadership.
-Coordinate onboarding activities for new employees, including workspace preparation, technology requests, access coordination, orientation scheduling, and departmental resources.
-Prepare meeting agendas, record meeting minutes, distribute follow-up materials, and track action items to ensure timely completion.
-Maintain department databases, records, documentation, and shared resources, ensuring information is accurate, organized, and accessible.
-Serve as the department liaison for project management software, providing user support, maintaining templates and workflows, troubleshooting issues, and promoting consistent adoption across teams.
-Coordinate leadership meetings and departmental communications while maintaining confidentiality and professionalism.
-Assist with the preparation, organization, and distribution of executive reports, presentations, and other leadership materials.
-Build collaborative relationships across departments and serve as a primary administrative point of contact for Marketing & Communications leadership.
-Recommend and implement process improvements that increase operational efficiency and streamline administrative workflows.
-Provide general administrative and operational support to ensure continuity of department operations.

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, III Requires a bachelor’s (or equivalency) + 6 years or a master’s (or equivalency) + 4 years of directly related work experience.

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.