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Details

**Open Date** 07/10/2025

**Requisition Number** PRN42463B

**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

Monday – Friday. 8 AM – 4:30 PM.

**VP Area** U of U Health - Academics

**Department** 01502 - Department of Biochemistry

**Location** Campus

**City** Salt Lake City, UT

**Type of Recruitment** External Posting

**Pay Rate Range** 15.19 to 26.73

**Close Date** 10/11/2025

Priority Review Date (Note - Posting may close at any time)

Job Summary

The Department of Biochemistry and the University of Utah is seeking a highly organized and proactive office administrator. Interested candidates must be able to manage multiple competing interests and priorities and serve as the primary point of contact for the office, greeting visitors, answering phones, and responding to inquiries. Strong verbal and written communication skills are quintessential to internal stakeholders (faculty members and staff). In addition, strong self-motivation, task prioritization, superb organizational skills, and a solution-oriented approach with a positive attitude are vital assets for this position.

Responsibilities

Applicants must demonstrate the ability to perform essential functions of the job as follows:

Administrative Support and Office Operations

+ Maintains exceptional level of professionalism and discretion in managing complex issues and interactions.

+ Resolves a variety of complex administrative problems for the institution leadership, faculty, staff, students, and the public entities.

+ Manages schedules and organizes multiple Microsoft Outlook calendars

+ Arranges travel, including transportation and accommodations, for faculty and lab staff and students.

+ Oversee office workflows, including ordering supplies, processing mail, and maintaining a well-organized and clean work environment.

+ Navigate university and department policies and procedures.

+ Act as a resource for faculty, students, and staff, assisting with administrative and operational needs.

+ Prepares and maintains office Standard Operating Procedure documents, files, and other pertinent information related to office administration.

+ Daily responsibilities:

+ Conference room reservations

+ Order, issue and maintain office and lab keys

+ Grant and remove building access

+ Restock and order office supplies

+ Submit building maintenance requests

+ Distribute mail

+ Post weekly conference room calendars

+ Update Biochemistry Human Resource system

+ Greet visitors and answer phones

+ Emergency Radio call-in on Fridays

+ Monthly Birthday Boards

+ Maintain Standard Operating Procedure files

+ Answering emails

+ Maintain bulletin board flyers around the building

Cross-Training and Collaboration

+ Works closely with the Office Administrator and provides cross-functional support with the Business Analyst and Purchasing Program Manager, ensuring efficient program operations.

+ Develop a strong understanding of department functions and cross-train in various administrative areas.

+ Serve as a liaison between different stakeholders, facilitating smooth communication and operations.

Business Systems Analyst Collaboration

+ Website content updates using _Drupal_ and _Squarespace Content Management Systems_ (experience a plus but not required)

+ Possible image processing using Adobe Lightroom (experience a plus but not required).

Purchasing Program Manager Collaboration

+ Review invoices for accuracy and upload to procurement system.

+ Assist with reallocation of credit card purchases.

**Note:** This job description does not comprehensively list all the required duties, responsibilities, and qualifications. Additional responsibilities may be assigned to support program needs.

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, lifting up to 25 lbs.

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

+ Proven experience in an administrative support role, preferably in academic or professional setting.

+ Strong organizational skills with the ability to manage multiple priorities and meet deadlines.

+ Excellent written and verbal communication skills, with a high level of professionalism and attention to detail.

+ Proficiency in Mac and PC computers, Microsoft Office Suite (Word, Excel, Outlook), Teams/Zoom, and ability to learn new systems quickly.

+ Preference will be given to those who have proficiency with University of Utah systems, including _Concur Travel_ and _uShop._

+ Demonstrated ability to work independently, solve problems proactively, and adapt to evolving priorities.

+ A polished and professional presence that aligns with our workplace culture.

**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.