Administrative Assistants

Announcement

Details

Open Date 03/10/2026 Requisition Number PRN44448B Job Title Administrative Assistants Working Title Faculty Affairs Assistant Career Progression Track S00 Track Level S2 - Intermediate, S1 - Entry Level Support FLSA Code Nonexempt Patient Sensitive Job Code? No Standard Hours per Week 20 Full Time or Part Time? Part Time Shift Day Work Schedule Summary

Set schedule, between the hours of 8am-5pm, with some flexibility.

VP Area U of U Health - Academics Department 00965 - Occ. Environmental Health Location Campus City Salt Lake City, UT Type of Recruitment External Posting Pay Rate Range $10-$21.50/hr Close Date 06/10/2026 Priority Review Date (Note - Posting may close at any time) Job Summary

The Faculty affairs assistant manages administrative operations related to the faculty lifecycle, including assisting in hiring, onboarding, promotion, and tenure and career processes. They act as a liaison between the Occupational & Environmental Health Division and the University's Faculty Affairs offices. They ensure compliance, maintain personnel records and support faculty development.

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

1. Monitors and coordinates the review process for tenure-line faculty in connection with retention, promotion and tenure actions, and provides guidance to committees and individuals working with FARA/RPT and formal review processes. Also serves a similar role for the Tenured Faculty Review (TFR) process. Serves as support for the "Department Advisory Committee" (DAC) and the DAC Chair.

2. Monitors and coordinates the formal review process for career-line faculty in connection with reappointment, and promotion actions and provides guidance to committees and individuals working with and formal reappointment processes. Serves as support for the Department's Appointments Advisory Committee.

3. In consultation with Division leadership, plans and organizes activities surrounding faculty recruitment and onboarding to conform to University, Division and EEO guidelines. Works with Search Committee(s) and arranges on campus interviews/visits. Responsible for planning agendas, meetings, luncheons, hotels, flights, and other transportation. Uses the PeopleAdmin online recruiting program to post faculty positions and hire new faculty.

4. Receives, interprets and processes necessary information related to all faculty personnel actions, provides information and guidance, and serves as a resource to the Chair and faculty on matters of Division and University faculty-related policy. Ensures that faculty personnel actions conform to policy.

5. Faculty Rosters: maintains Master Faculty Roster and Voting Roster for the Division.

6. Administers formal processes for faculty resignations, retirements, request for sabbatical leaves, and emeritus status.

7. Coordinate with current and applicant OM faculty to initiate the physician/clinician enrollment and credentialing processes for all applicable faculty and reapply for credentialling at standard UU intervals; track and maintain provider malpractice insurance and licensure.

8. Assist in development and distribution of annual faculty letters.

9. Manage completion of annual faculty conflict of interest process.

10. In consultation with department leadership, create streamlined and efficient procedures.

11. Updating and maintenance of faculty CVs.

12. Other duties as assigned.

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, I: Requires little to no related experience.

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

Preferences

• Ideal candidates will have strong organizational skills, professional communication, high accountability and the ability to manage multiple tasks with discretion and accuracy.
• Experience with Docusign, Microsoft Planner and other Microsoft programs, Adobe, Qualtrics or Smartsheets is a plus.
• Familiarity with academic or clinical environments a plus.
• Previous administrative experience preferred.
• Ability to work independently but can navigate the nuances of teams in hybrid work models and still maintain team dynamics and support.

Type Benefited Staff Special Instructions Summary

If questions surrounding the position or details of work schedule, feel free to reach out directly to Ashly Buhler at ashly.buhler@hsc.utah.edu.

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

• • Indicate your level of expertise in MS Office (Word, Excel, PowerPoint, Outlook, etc.)

• Basic

• Intermediate

• Advanced

• • Do you have previous work experience in a college/university environment?

• Yes

• No

• • Indicate your amount of related job experience.

• Little to none

• 1 year of related experience

• 3+ years of related experience

• 5+ years of related experience

Applicant Documents

Required Documents

• Resume
• List of References

Optional Documents