Details **Open Date** 08/05/2025 **Requisition Number** PRN42738B **Job Title** Administrative Assistant **Working Title** Administrative Assistant **Job Grade** D **FLSA Code** Nonexempt **Patient Sensitive Job Code?** No **Standard Hours per Week** 40 **Full Time or Part Time?** Full Time **Shift** Day **Work Schedule Summary** M-F in office, 8am-5pm. **VP Area** Academic Affairs **Department** 00113 - College of Science-Dean **Location** Campus **City** Salt Lake City, UT **Type of Recruitment** External Posting **Pay Rate Range** 45,000 - 52,000 **Close Date** 11/03/2025 **Priority Review Date (Note - Posting may close at any time)** 08/25/2025 **Job Summary** The College of Science is seeking a skilled and dedicated professional to join the dynamic team of staff and administrators in the College of Science Dean’s Office. Under the supervision of the Administration Manager, the Administrative Assistant will be responsible for managing the front desk, supporting the day-to-day operational functions of the office, and providing comprehensive administrative support. **Responsibilities** The Administrative Assistant will be responsible for a variety of duties including, but not limited to: + Greet and direct visitors to the appropriate office or person. + Answer incoming calls and route them accordingly. + Assist Associate Deans with communications to faculty and staff i.e., the college newsletter, research updates, and other college and university announcements. + Manage the Dean’s Office general email account and respond to inquiries. + Maintain college records such as directories and listservs. + Sort and distribute incoming and outgoing mail and packages. + Perform clerical tasks, including copying, scanning, data entry, and filing. + Draft memos, reports, and other documents as needed. + Maintain and replenish general office supplies and printer maintenance. + Coordinate meetings and college events, including invitations, catering orders, and scheduling. + Provide administrative support for the Center for Cell and Genome Science ( CCGS ) activities and events, including guest speakers and symposiums. + Coordinate travel arrangements via Concur for the Dean and associate staff. + Provide administrative support for the College’s annual awards process. + Manage scheduling and offer administrative support for college-level committees. + Support the staff leadership team (directors) with calendar management and meeting coordination. + Assist the Director of Accounting and Finance with P-Card expense reports, reimbursements, and workflow approvals. + Serve as the Travel and Department P-Card holder, ensuring compliance and accurate documentation. + Provide backup support for HR and payroll processes, including PeopleAdmin postings, ePAF submissions, and I-9 verifications. + Perform additional duties as needed to support office operations. 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 Conditions** Nearly continuously: office environment **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** Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description. **Preferences** + Proficiency in Microsoft Office Suite (Word, Excel, Outlook) + Familiarity with cloud-based collaboration tools (e.g., Google Workspace, Microsoft Teams, Zoom) + Professional demeanor and strong interpersonal skills; able to work collaboratively with faculty, staff, students, and external stakeholders. + Excellent written and verbal communication skills, including professional email and document preparation. + Strong organizational and project management skills with keen attention to detail. + Ability to manage multiple tasks efficiently and maintain confidentiality. + Flexibility and willingness to help where needed. **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.