Job Details

Administrative Assistant

Position Number: 6396001
Location: Salt Lake City, UT
Position Type: Secretary and Administrative Assistants

Administrative Assistant

Job Summary

The Administrative Assistant provides executive-level support to the Dean of the College of Education. The successful candidate will be able to exercise sound judgment in various situations, demonstrate strong written and verbal communication, administrative, time-management, and organizational skills, and display high social and emotional intelligence. This position requires the ability to prioritize and manage multiple priorities and projects with attention to detail.

We seek a detail-oriented self-starter with a strong work ethic and customer service mindset. The ideal candidate will have superior scheduling and organizational skills, be capable of working independently on projects from conception to completion, and thrive in a fast-paced environment where they must meet deadlines and produce high-quality work under pressure. Confidentiality, discretion, and professionalism are essential in all aspects of this role.

Responsibilities

Provides high-level executive support to the Dean and Associate Dean, exercising sound judgment and managing sensitive and confidential information with discretion.
Oversees and leads complex projects and initiatives on behalf of college leadership, ensuring timely coordination, follow-up, and completion across multiple stakeholders.
Manages and prioritizes complex calendars, schedules, and meeting logistics for the Dean and Associate Dean, including coordination across time zones and with internal and external partners.
Anticipates leadership needs and proactively prepares materials, agendas, and briefings for meetings, retreats, and external engagements.
Coordinates and supports faculty searches, executive appointments, and other high-impact administrative processes, including document tracking, travel logistics, and reimbursement processing.
Drafts, edits, and manages communications, reports, presentations, and correspondence on behalf of the Dean and Associate Dean for both internal and external audiences.
Coordinates travel arrangements, prepares detailed itineraries, and ensures smooth logistics for off-site meetings and events.
Serves as a key liaison between the Dean's Office and college departments, university offices, external partners, donors, and advisory boards, ensuring smooth communication and alignment.
Supports the planning and execution of events hosted by the Dean's Office, including logistics, hospitality, vendor coordination, and communication.
Maintains efficient workflows for information management and task prioritization in the Dean's Office, including file organization, tracking action items, and supporting office operations.
Supervises and supports other administrative staff as needed, helping manage workflow and providing coaching and feedback to ensure operational excellence.
Assists with the development and implementation of college-level policies and procedures, contributing to continuous improvement and operational efficiency.
Conducts research and analysis and prepares summaries and reports to inform leadership decision-making.
Performs other duties as assigned in support of the Dean's Office and the mission of the College of Education.

Problem-Solving: This position requires independent judgment and decision-making to resolve a wide range of complex administrative issues involving faculty, staff, students, and external constituents. The Administrative Assistant represents the views and priorities of the Dean and Associate Dean and must be able to navigate institutional policies, sensitive matters, and strategic decisions with tact and professionalism. The role involves frequent interaction with high-level individuals within and outside the university, requiring a high degree of discretion, diplomacy, and strategic thinking.

This job description outlines the general nature and level of work performed in this role. It is not intended to be an exhaustive list of all responsibilities, duties, and qualifications associated with the position.

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.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences
The following qualifications are preferred, but not required:

Experience in roles demonstrating high-level administrative support, initiative, and independent decision-making.
Prior experience in a higher education setting.
Event planning and coordination experience.
Familiarity with University of Utah policies, procedures, and systems (e.g., Concur, ePR, UBox).
Experience managing small to mid-level projects involving multiple stakeholders.

Special Instructions

Requisition Number: PRN42513B
Full Time or Part Time? Full Time
Work Schedule Summary:
Department: 00161 - College of Education-Dean
Location: Campus
Pay Rate Range: $15.19 - $31.85
Close Date: 10/18/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/186375