Job Details

Administrative Assistants

Position Number: 9842688
Location: Salt Lake City, United States
Position Type: Secretary and Administrative Assistants

Administrative Assistants

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: S22732Grade: S14Expected Pay Range: $12.00 to $23.00
Administrative Assistants, IIIJob Code: S22733Grade: S16Expected Pay Range: $13.00 to $26.00
Administrative Assistants, IV.Job Code: S22734Grade: S18Expected 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

Special Instructions

Requisition Number: PRN46248B
Full Time or Part Time? Full Time
Work Schedule Summary: This is in on-site position
Department: 00224 - Internal Medicine Admin
Location: Campus
Pay Rate Range: DOQ
Close Date: 11/30/2026
Open Until Filled:

To apply, visit <a href=""https://apptrkr.com/9842688"">https://utah.peopleadmin.com/postings/209545