Job Details

Administrative Assistant

Position Number: 6934760
Location: Salt Lake City, UT
Position Type: Secretary and Administrative Assistants

Administrative Assistant

Job Summary

The Utah System of Higher Education (USHE) is seeking a full-time Administrative Assistant to provide superior customer service to guests, vendors and staff. We are seeking a self-motivated team member with excellent customer service, organization, communication, document preparation, and multitasking skills to serve two primary functions: 1) full-time front desk receptionist; and 2) building support assistant.

Responsibilities

Provide superior customer service to all guests and internal employees.
Greet guests, determine purpose of visit, verify identity, log arrival and departure times and contact the host of the visitor. Provide parking validations for visitors.
Schedule conference rooms for meetings, interviews, and luncheons.
Answer the main phone line and transfers calls accordingly. Manage inbound/outbound mail deliveries as well as office email account
Work with various admin team members on projects and events. Fill in when other administrative assistants are out of the office.
Maintain a clean and neat environment in the lobby, conference rooms, and consultation rooms at all times.
Provide front-line building management and receptionist support to building leadership, tenants, vendors, contractors, and visitors.
Serve as a point of contact during the Building Director's absence, including after-hours, weekend, and holiday support.
Respond to building emergencies, alarms, and auto-dialer notifications and provide administrative support during emergency situations.
Coordinate building operations and services, including janitorial, parking, security, IT, HVAC, elevators, utilities, and vendor access.
Manage building access systems, including key cards, intercoms, audit logs, and temporary or vendor credentials.
Assist with parking management, validations, visitor access, and citation resolution using the AirGarage system.
Maintain accurate records, logs, directories, and documentation related to building contracts, inspections, vendors, and emergency contacts.
Support board meetings and on-site events, including scheduling, logistics, room setup, and guest coordination.
Manage lobby conference room schedules and support organizational meetings and events.
Oversee mailroom operations, including package delivery and pickup through smart mailbox systems.
Provide corporate concierge services and high-quality customer service to tenants and guests.
Assist with building beautification efforts and tenant engagement initiatives.
Maintain a professional presence at all times and represent the organization with integrity and dedication.

The essential functions listed above are not a comprehensive list of all duties, tasks or projects.

Minimum Qualifications
Skills and Knowledge:

Three to five years of experience supporting upper-level management, office reception, or equivalent experience.
Experience with multi-line phone systems and proficiency in Microsoft Office and related software (e.g., Outlook, PowerPoint).
Strong administrative and organizational skills with excellent attention to detail and the ability to manage projects efficiently and meet deadlines.
Exceptional communication, interpersonal, and customer service skills, with the ability to interact professionally with executives, tenants, vendors, visitors, and diverse audiences.
Ability to multitask, prioritize competing demands, and remain composed in fast-paced or emergency situations.
Proficiency in learning and utilizing building systems and technology platforms (e.g., access control, parking systems, intercoms).
Demonstrated professionalism, confidentiality, ethical standards, and service-oriented mindset, contributing to a welcoming and positive work environment.
Skilled in coordinating logistics, schedules, and special service requests across multiple stakeholders while meeting customer expectations and company procedures.

Education: One year of education can be substituted for one year of related work experience.

A High School Diploma is required; an associate degree is preferred. Applicants with a higher education certificate or a degree higher than an associate degree are encouraged to apply.

Preferences

Associate's degree
Experience working in higher education

Special Instructions

Requisition Number: PRN44296B
Full Time or Part Time? Full Time
Work Schedule Summary: Monday - Friday, On-site, 8am - 5pmAvailability for after-hours support as needed.
Department: 01379 - USHE Commissioner
Location: Office of the Commissioner - Downtown SLC
Pay Rate Range: $45,000 - $55,000 - Depending on Experience
Close Date: 5/17/2026
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/196620