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Details

**Open Date** 09/04/2025

**Requisition Number** PRN43006B

**Job Title** Coordinator, Administrative Program

**Working Title** Administrative Coordinator

**Job Grade** D

**FLSA Code** Administrative

**Patient Sensitive Job Code?** No

**Standard Hours per Week** 40

**Full Time or Part Time?** Full Time

**Shift** Day

Work Schedule Summary

This is a full-time, in-person position, Monday through Friday, 8:00 a.m. to 5:00 p.m. Remote work is not available for this role.

**VP Area** Academic Affairs

**Department** 01541 - Office for Global Engagement

**Location** Campus

**City** Salt Lake City, UT

**Type of Recruitment** External Posting

**Pay Rate Range** 48,000 - 50,000

**Close Date** 10/08/2025

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

Job Summary

The University of Utah Office for Global Engagement ( OGE ) provides campus-wide leadership and coordination in support of University of Utah global initiatives, partnerships, and programs. The Administrative Coordinator serves as the primary front office contact for the Office for Global Engagement, greeting and assisting visitors, answering inquiries, and directing individuals to the appropriate staff or resources. The role also provides program support for the Administration Manager and general administrative support for both the Office for Global Engagement and Learning Abroad.

This position oversees the procedural matters related to an ongoing project or program in an assigned area. It provides administrative support to senior department personnel, and plans and coordinates project scheduling, budgeting, and administrative tasks. It also supports the project staff by facilitating project logistics such as meetings, conference rooms, conference calls, etc.

Responsibilities

+ Coordinates procedural matters regarding the day-to day operations of an academic, research or administrative project.

+ Plans and implements procedural changes/modifications for the project

+ May assist in the preparation of grant proposals, research materials, and outreach publications.

+ Maintains or oversees the maintenance of project records, lists or files. Prepares related reports and performs evaluation of project effectiveness.

+ Provides information to students, faculty, staff, and government and community agencies regarding the policies and procedures of the project or department.

+ Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals.

+ Greets visitors and communicates with customers, employees, and other individuals to answer questions, disseminate or explain information, and address complaints.

+ Responds to queries from and coordinates activities with other departments, the community, and program partners.

+ May assist in development of presentations on the projects.

+ May take meeting minutes and action items during meetings and perform basic follow-up. ·

+ May provide computer support for departmental/project objectives and determine appropriate software needed.

+ May coordinate seminars, workshops, luncheons and other meetings on topics within the scope of the project.

+ May act as the University’s representative for this field or specialty area when contacting other departments and outside organizations.

+ Maintain PCard receipts and statements.

+ Coordinates international activities, including interfacing with visiting scholars, students and dignitaries.

+ Maintains and orders office supplies

+ Coordinate complex projects involving multiple internal and external stakeholders.

+ Supports Learning Abroad administrative processes, including:

+ Oversee transfer credit coordination with students and departments

+ Manage communication, respond to inquiries and requests across shared Learning Abroad email accounts

+ Coordination with Director and Associate Director on course information, creation, and management for faculty-led programs

+ Coordinate CISI international insurance enrollment for various campus stakeholders ·

+ Process Learning Abroad transcripts and coordinate with the Office of International Admissions and the Office of the Registrar

+ Process Dean of Students conduct checks

+ Perform basic administration of Office for Global Engagement Scholarships in collaboration with Scholarship

+ Manage Learning Abroad program deposits and coordinates with Learning Abroad Finance Manager lead

+ Reserves rooms for events and activities

+ Other duties as assigned.

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.

DISCLAIMER

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 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

Bachelor’s degree in a related field or equivalency (one year of education can be substituted for two years of related work experience), plus one year of directly related experience

Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.

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

Preferences

Candidates with experience working in a global or international context, including learning abroad programs or cross-cultural environments, are strongly encouraged to apply.

**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.