Job Details

Administrative Assistant

Position Number: 6448545
Location: Salt Lake City, UT
Position Type: Secretary and Administrative Assistants

Administrative Assistant

Job Summary

The College of Science is seeking a skilled and dedicated professional to join the dynamic team of staff and administrators in the College of Science Dean's Office. Under the supervision of the Administration Manager, the Administrative Assistant will be responsible for managing the front desk, supporting the day-to-day operational functions of the office, and providing comprehensive administrative support.

Responsibilities
The Administrative Assistant will be responsible for a variety of duties including, but not limited to:

Greet and direct visitors to the appropriate office or person.
Answer incoming calls and route them accordingly.
Assist Associate Deans with communications to faculty and staff i.e., the college newsletter, research updates, and other college and university announcements.
Manage the Dean's Office general email account and respond to inquiries.
Maintain college records such as directories and listservs.
Sort and distribute incoming and outgoing mail and packages.
Perform clerical tasks, including copying, scanning, data entry, and filing.
Draft memos, reports, and other documents as needed.
Maintain and replenish general office supplies and printer maintenance.
Coordinate meetings and college events, including invitations, catering orders, and scheduling.
Provide administrative support for the Center for Cell and Genome Science (CCGS) activities and events, including guest speakers and symposiums.
Coordinate travel arrangements via Concur for the Dean and associate staff.
Provide administrative support for the College's annual awards process.
Manage scheduling and offer administrative support for college-level committees.
Support the staff leadership team (directors) with calendar management and meeting coordination.
Assist the Director of Accounting and Finance with P-Card expense reports, reimbursements, and workflow approvals.
Serve as the Travel and Department P-Card holder, ensuring compliance and accurate documentation.
Provide backup support for HR and payroll processes, including PeopleAdmin postings, ePAF submissions, and I-9 verifications.
Perform additional duties as needed to support office operations.

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.

Work Conditions
Nearly continuously: office environmentWork Environment and Level of Frequency typically requiredNearly Continuously: Office environment.Physical Requirements and Level of Frequency that may be requiredNearly Continuously: Sitting, hearing, listening, talking.Often: Repetitive hand motion (such as typing), walking.Seldom: Bending, reaching overhead.

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

Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
Familiarity with cloud-based collaboration tools (e.g., Google Workspace, Microsoft Teams, Zoom)
Professional demeanor and strong interpersonal skills; able to work collaboratively with faculty, staff, students, and external stakeholders.
Excellent written and verbal communication skills, including professional email and document preparation.
Strong organizational and project management skills with keen attention to detail.
Ability to manage multiple tasks efficiently and maintain confidentiality.
Flexibility and willingness to help where needed.

Special Instructions

Requisition Number: PRN42738B
Full Time or Part Time? Full Time
Work Schedule Summary: M-F in office, 8am-5pm.
Department: 00113 - College of Science-Dean
Location: Campus
Pay Rate Range: 45,000 - 52,000
Close Date: 11/3/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/186828