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Details

**Open Date** 11/13/2025

**Requisition Number** PRN43577B

**Job Title** Administrative Assistant

**Working Title** Administrative Assistant – Graduate Business Programs & Executive Education (Support to the Associate Dean)

**Career Progression Track** D

Track Level

**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 through Friday, on-site at the University of Utah.

+ Occasional evenings or weekends may be required to support classes or events.

+ **This role is not eligible for hybrid or remote work and is considered an essential campus position supporting faculty, staff, and students in person.**

**VP Area** Academic Affairs

**Department** 00033 - Executive Education

**Location** Campus

**City** Salt Lake City, UT

**Type of Recruitment** External Posting

**Pay Rate Range** 22.00 to 30.00 / hour

**Close Date** 12/22/2025

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

Job Summary

The David Eccles School of Business seeks a proactive, highly organized professional to provide executive and administrative support to the Associate Dean of Graduate Business Programs & Executive Education and serve as the front-line presence for the department. This position is the operational anchor of the office: ensuring everything runs smoothly, visitors feel welcome, and leadership receives reliable, high-quality administrative and technical support.

The ideal candidate is resourceful, self-directed, and confident using technology to solve problems. They take ownership of their workspace, anticipate needs, and maintain a polished, professional environment that reflects the standards of the Eccles School.

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

Responsibilities

Executive & Administrative Support

+ Serve as the primary support for the Associate Dean, managing complex calendars, scheduling meetings, and tracking action items.

+ Prepare meeting materials, presentation decks, and correspondence with exceptional attention to detail and tone.

+ Coordinate travel logistics and process reimbursements promptly.

+ Handle sensitive information with professionalism, confidentiality, and discretion.

Office & Front Desk Management

+ Act as the first point of contact for students, faculty, and visitors, creating a warm, professional impression.

+ Maintain the appearance, organization, and functionality of the front office and shared spaces.

+ Monitor and reorder supplies, beverages, and hospitality items.

+ Take initiative to identify and address facility needs, ensuring a high-functioning, welcoming environment at all times.

Meetings, Events, & Logistics

+ Coordinate meeting and small-event logistics, including scheduling, room setup, catering, and materials.

+ Confidently manage Zoom and Teams technology for hybrid or virtual meetings.

+ Provide on-site assistance for executive events and departmental gatherings as needed.

Team & Program Support

+ Offer reliable administrative support to staff and faculty, including document prep, scheduling, and coordination.

+ Support special projects across the Graduate Programs and Executive Education portfolios.

+ Serve as a steady, professional presence that keeps the front office operating seamlessly, even when leadership is offsite.

**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

**Environment:** The role is based in a shared, open workspace designed to encourage active communication, collaboration, and teamwork.

**Nearly Continuously:** In-person, open-office environment with regular interaction and collaboration among students, faculty, and team members.

Physical Requirements and Level of Frequency that may be required

**Nearly Continuously:** Sitting, hearing, listening, and talking.

**Often:** Repetitive hand motions (such as typing), walking, bending, reaching overhead, and 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

+ Demonstrated experience in administrative or executive support, preferably in a professional or higher-education setting.

+ Strong organizational skills with the ability to manage multiple priorities under minimal supervision.

+ Exceptional written and verbal communication skills with professional polish.

+ Technical proficiency is essential. The successful candidate will confidently set up and manage Zoom and Teams meetings, create PowerPoint presentations, develop and format materials in Word and Excel, manage Outlook calendars, and troubleshoot routine issues independently.

+ Professional demeanor, reliability, and pride in maintaining a polished, efficient workspace.

+ Experience supporting executives or senior leadership.

+ Comfort learning and adapting to new software systems and platforms as 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.