Administrative Assistants

Announcement

Details

Open Date 09/29/2026 Requisition Number PRN46349B Job Title Administrative Assistants Working Title Administrative Assistant Career Progression Track S00 Track Level S3 - Skilled, S2 - Intermediate 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, 8:00am to 5:00pm. Some earlier mornings and later evenings may be required.

VP Area U of U Health - Academics Department 00931 - Ob/Gyn Research Network Location Campus City Salt Lake City, UT Type of Recruitment External Posting Pay Rate Range 16.00 - 26.00 Close Date 12/11/2026 Priority Review Date (Note - Posting may close at any time) Job Summary

Perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of group / department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers.

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

The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.

Responsibilities

Essential Functions

• ePayment Requests (ePR) for study participants, staff, and faculty

• Submit within one week of receiving from coordinator

• Creates monthly OGRN newsletter and sends out by first Friday of every month

• PubMed publication tracking; update every 2-4 weeks

• Prepares agendas for OGRN Admin meetings

• Send email two days before meeting asking for agenda items

• Send completed agenda on day of meeting by 9:00am

• Gift card purchasing, tracking, and audits

• Supply ordering (including gift cards)

• Processed within 1-2 days of receiving from team member

• Email confirmation once the item is ordered

• Check confirmations every week for orders that are behind schedule or have not been delivered.

• Update the team members as needed regarding the status of their order

• P-Card reallocation; ensure everything is updated by the 1st of the month for the previous month

• Travel booking and documentation for staff and faculty; to be booked within 1 week of receiving necessary information

• Conference registration for staff and faculty; to be booked within 1 week of receiving necessary information

• Maintains Research website

• Manages MyTime requests

• Sends reminders about pay period closing the day before

• Reminder emails to staff the morning after pay period close to those who haven't approved their time cards

• Employee mileage reimbursements; EPR to be created/submitted within 1 week

• Review and track employee trainings and certifications

• Check and update every 2 weeks

• Notify employees of upcoming trainings that are due

• Screening reports

• Completes deposits at Park Building during work hours in a timely and responsive manner

• Office and lab supply ordering for OGRN; to be submitted within 1 week (or sooner)

• Sort and distribute incoming packages and mail in a timely and responsive manner

• Manage social media accounts

• Handles payment twice monthly

• Checks on active advertisements daily

• Sets up new ads within a week of receipt of all pertinent information

• Handles subscription payments as they come in

• Provides effective and timely support to faculty members including calendar management, scheduling meetings, update CV's, general support/requests

• Checks RightFax for medical records or other incoming faxes daily

• Ordering and tracking department keys

• Catering for meetings

• Surplus

• Archiving

• Phone lines, computers, technical support

• Pagers

• SmartWeb distribution lists

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.

Team Culture

• Supports a transparent and supportive work environment
• Reliable, displays a positive attitude, does not engage in gossip, supports the team and is flexible
• Communicates problems, issues and frustrations to supervisor and/or OB/WCSL Leadership

University of Utah Health Benefits Package

University of Utah Health is proud to offer a generous benefits package! Our healthcare plans include medical and dental coverage, prescriptions, basic vision coverage, and behavior health benefits. Employees are eligible for a discount of up to $40 per month on their premiums for participating in our Well-U Wellness Program. Our retirement plan includes automatic enrollment into our University-funded 401(a) plan with a contribution rate of 14.2%! Additional benefits include half-off tuition for employees, their spouses, and their dependent children, University-provided Part I life insurance, and discounts through many retail vendors who have teamed up with the University. Visit our Benefits website for more information at www.hr.utah.edu/benefits.

Administrative Assistants, II

Perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of group / department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers. Completes routine tasks under moderate supervision.

Requires at least 1 year of related experience.

This is an Intermediate Level position in the Support track.

Job Code: S22732

Grade: S14

Administrative Assistants, III

Perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of group / department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers. Completes assignments with little supervision. May assist less-experienced team members.

Requires 3+ years of related experience.

This is a Skilled Level position in the Support track.

Job Code: S22733

Grade: S16

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

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor's degree = 4 years of directly related work experience).

Department may hire employee at one of the following job levels:

Administrative Assistants, II: Requires at least 1 year of related experience.

Administrative Assistants, III: Requires 3+ years of related experience.

Preferences

Familiarity with the University of Utah purchasing, and travel protocols are strongly preferred. Expertise with Microsoft Office, especially Outlook, Word, and Excel. Prior experience working in a research administration office or with academic research or researchers.

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 possess a strong commitment to improving access to higher education.

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.

Consistent with state and federal law, the University of Utah 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 Title IX (OEO). More information, including the Director/Title IX Coordinator's office address, electronic mail address, and telephone number can be located at the: University of Utah Non‑Discrimination page.

Online reports may be submitted at https://oeo.utah.edu

https://publicsafety.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.

As per University of Utah policy 5-108: Transfer of Benefits Eligible Staff Members, a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• • What is your highest level of completed education?

• None

• High School Diploma or Equivalent

• Associate Degree

• Bachelor's Degree

• Master's Degree

• Doctorate Degree

• • How many years of related work experience do you have?

• Less than 2 years

• 2 years or more, but less than 4 years

• 4 years or more, but less than 6 years

• 6 years or more, but less than 8 years

• 8 years or more, but less than 10 years

• 10 years or more, but less than 12 years

• 12 years or more, but less than 14 years

• 14 years or more

Applicant Documents

Required Documents

• Resume

Optional Documents

• Cover Letter