Administrative Assistants

Announcement

Details

Open Date 09/18/2026 Requisition Number PRN46248B Job Title Administrative Assistants Working Title Administrative Assistants Career Progression Track S00 Track Level S4 - Highly Skilled, 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

This is in on-site position

VP Area U of U Health - Academics Department 00224 - Internal Medicine Admin Location Campus City Salt Lake City, UT Type of Recruitment External Posting Pay Rate Range DOQ Close Date 11/30/2026 Priority Review Date (Note - Posting may close at any time) Job Summary

The Department of Internal Medicine seeks a highly organized, service-oriented Administrative Assistant to support operations in our Administration Office. This position serves as the primary point of contact for faculty, staff, trainees, visitors, and university partners while contributing to a welcoming and efficient office environment. The Administrative Assistant performs comprehensive administrative support duties to help ensure efficient office operations through coordination of front desk services, meetings and calendars, records management, procurement, facilities, space and access administration, and departmental communications. The position requires strong organizational skills, professionalism, sound judgment, and a commitment to delivering exceptional customer service in a fast-paced academic healthcare environment.

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

Administrative & Front Desk Support

• Serve as the primary reception and customer service contact for the Department of Internal Medicine Administration Office.
• Welcome and assist faculty, staff, trainees and visitors, while maintaining a professional and inviting office environment.
• Respond to inquiries and direct individuals to appropriate resources.
• Answer and route phone calls, emails, and other communications.
• Maintain departmental records, files, and documentation.
• Distribute information while ensuring confidentiality and compliance with University policies.

Office Operations & Facilities Support

• Coordinate day-to-day operations of the office, including conference rooms, kitchens, supply rooms, and common areas.
• Monitor inventory, order supplies, and track related expenses.
• Support procurement activities, requisitions, vendor coordination, and documentation.
• Submit and track facilities, maintenance, custodial, and equipment service requests.
• Maintain office signage, labels, and employee nameplates.

Space & Access Administration

• Support office space assignments and maintain departmental space records.
• Serve as a liaison for Archibus space management updates.
• Process and track badge access, keys, and locker assignments.

Meeting, Calendar & Travel Coordination

• Coordinate meeting logistics, conference room scheduling, and departmental calendars.
• Prepare agendas, materials, and follow-up communications.
• Arrange travel and provide administrative support in accordance with University policies.
• Support departmental meetings, events, and special activities.

Mail & Departmental Communications

• Receive, distribute, and process incoming and outgoing mail and packages.
• Coordinate intercampus and external mail services.
• Maintain departmental directories, contact lists, and organizational charts.
• Assist with departmental communications and informational materials.

Leadership & Departmental Support

• Provide administrative support to departmental leadership, committees, and special initiatives.
• Coordinate schedules, meetings, logistics, and communications.
• Prepare meeting materials, minutes, and program records as needed.
• Support special projects and department-wide operational needs.
• Work independently, exercising sound judgment, and assist team members as appropriate.

The department will hire at one of the following levels dependent on experience.

Administrative Assistants, II

Job Code: S22732

Grade: S14

Expected Pay Range: $12.00 to $23.00

Administrative Assistants, III

Job Code: S22733

Grade: S16

Expected Pay Range: $13.00 to $26.00

Administrative Assistants, IV.

Job Code: S22734

Grade: S18

Expected Pay Range: $14.59 to $31.00

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.

Administrative Assistants, IV: Requires 5+ years of related experience.

Preferences

• Demonstrated customer service, communication, and interpersonal skills
• Proficient in latest versions of the Microsoft Office suite (Word, Excel, PPT), with the capability to learn new software programs quickly
• Experience and knowledge of UofU procurement systems
• Strong writing skills with a talent for proofreading documents and emails for spelling; grammar, content, and clarity before disseminating
• Organization and time management skills with extreme attention to detail
• Effectiveness managing multiple duties and competing deadlines with minimal supervision
• Comfortable taking directions from multiple supervisors; flexibility and willingness to help where 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 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