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Details

**Open Date** 10/21/2025

**Requisition Number** PRN16467N

**Job Title** Administrative Assistants

**Working Title** Administrative Assistant

**Career Progression Track** S00

**Track Level** S3 - Skilled

**FLSA Code** Nonexempt

**Patient Sensitive Job Code?** No

**Type** Non Benefited Staff / Student

**Temporary?** No

**Standard Hours per Week** 10-15

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

**Shift** Day

Work Schedule Summary

Hybrid and Part-Time, 2-3 hours/day, 4-5 days/week, approx. 4 hours/week in-office

**Is this a work study job?** No

**VP Area** President

**Department** 00289 - Development

**Location** Campus

**City** Salt Lake City, UT

**Type of Recruitment** External Posting

**Pay Rate Range** 21.00 to 25.00

**Close Date** 01/21/2026

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

Job Summary

The Administrative Assistant for Advancement Services is a part-time, hybrid work role focused on providing hands-on operational support to the Advancement Services team. This position is ideal for a proactive, detail-oriented professional who thrives in a collaborative environment and values excellent customer service. The role supports departmental leadership with scheduling, travel processing, event logistics, and financial liaison tasks, contributing to the smooth functioning of the department

Responsibilities

Administrative Support

+ Provide direct, hands-on administrative support to the Deputy Chief Philanthropy Officer and other Advancement Services managers.

+ Coordinate calendars, schedule meetings, and manage logistics for internal and external engagements.

+ Assist with preparation of meeting materials, agendas, email communications, and follow-up documentation as needed.

Travel Coordination

+ Process travel requests, expense reports, and reimbursements on behalf of department staff in accordance with university policies.

+ Maintain a Travel Card (TCard) and directly support staff with their travel planning and bookings to ensure timely and accurate documentation and processing of travel.

Event Planning & Support

+ Assist in organizing departmental events such as retreats, large meetings, and trainings.

+ Coordinate logistics including venue reservations, catering, supplies, and setup.

+ Provide on-site support and post-event follow-up as needed.

Procurement & Financial Liaison

+ Act as a liaison with the University Advancement Financial team for completing procurement tasks including setting up requisitions, purchase orders, and processing invoices.

+ Maintain and reconcile a university Purchasing Card (PCard), and order miscellaneous supplies for the department as needed, ensuring timely and cost-effective purchasing.

+ Keep tabs on department inventory (such as letterhead) to ensure supplies are sufficientand available for departmental use.

+ Personally perform hands-on pickup of supplies and orders to support departmentalevents and daily operations, as needed.”

Printing

+ Print and mail weekly donation notifications and ad hoc gift receipts requested by donors.

+ Print and mail monthly pledge reminders.

+ Print and mail annual year-end receipts.

+ Printing tasks require approximately a couple hours in office per typical week, andadditional in-office hours for monthly and annual printing tasks.

Customer Service & Communication

+ Deliver professional and responsive service to internal stakeholders

+ Maintain clear communication with team members, vendors, and university partners.

+ Handle sensitive information with discretion and professionalism.

+ Proactively support the team by ensuring timely completion of assigned tasks and keeping stakeholders informed of progress and outcomes.

+ Complete other administrative tasks as assigned by the Deputy Chief Philanthropy Officer.

Minimum Qualifications

+ High school diploma or equivalent required; associate or bachelor’s degree preferred.

+ Requires minimum of 3 years of administrative experience, preferably in higher education or nonprofit settings.

+ Strong organizational and multitasking skills.

+ Proficiency in Microsoft Office Suite, particularly Outlook; familiarity with university systems (e.g., UShop, Concur) is a plus.

+ Excellent interpersonal and written communication skills.

+ Ability to work independently and collaboratively in a dynamic environment.

Preferences

Special Instructions Summary

Additional Information

_The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students._

_Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are 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:_

_Director/ Title IX Coordinator_

_Office of Equal Opportunity and Affirmative Action ( OEO /AA)_

_383 University Street, Level 1 OEO Suite_

_Salt Lake City, UT 84112_

_801-581-8365_

[email protected]_

_Online reports may be submitted at_ **oeo.utah.edu**

_For more information:_

https://www.utah.edu/nondiscrimination/

_To inquire about this posting, email:_

[email protected]

_or call 801-581-2300._

_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._

_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._