Job Details

Program Assistant

Position Number: 6197079
Location: Salt Lake City, UT
Position Type: Student Affairs and Services

Program Assistant

Job Summary

The Office of Student Affairs with the Spencer Fox Eccles School of Medicine (SOM) works closely with medical students to ensure they feel supported and successful during their time at the SOM by facilitating the personal and professional development of the students through accessibility, professionalism, collaboration, and inclusivity.

This position provides administrative and program support for the Student Affairs unit within SFESOM. Provides direct assistance to the Student Affairs leadership, staff and students. Performs a variety of clerical duties in accordance with specific instructions and established work practices within the office.

Our generous University staff benefits package includes but is not limited to: health care and dental plan options, tuition reduction, UTA pass (Bus, TRAX, & FrontRunner), paid holidays, paid leave time, employer and employee paid retirement, and more!

Responsibilities

Acts as the first point of contact for the SFESOM students, faculty, staff and guests maintains a welcoming and positive environment within the Office of Student Affairs. Including answering incoming calls and emails and assisting in-person visitors.
Provides high-level and proactive administrative support to Student Affairs leadership team including, scheduling appointments, coordinating meetings, registration and travel for conferences, including reimbursement processing, and prepares and distributes meeting agendas and minutes.
Regular 1:1 and team meetings with members of the leadership team.
Maintains Student Affairs office calendar, approves listserv emails, submits IT and building work requests, manages lockers and pagers, issues keys and building access, coordinates equipment setup, etc.
Assists with Student Affairs operational support by making arrangements for general meetings, conferences, retreats and events; schedules conference rooms, arrangements for and sets up equipment.
Coordinator purchase and payment of supplies, services, travel related expenses, orders food for class meetings, transition courses, and general SA events in accordance with health standards and dietary restrictions.
Assist with the planning, coordination, and implementation of various events. Including event set-up and tear down and being available during events to ensure a smooth operation and answer questions as needed.
Works closely with Finance team to track and enter expenses for pre-approval into the financial management system in a timely manner.
Prepares correspondence, including composing routine letters, memos and meeting agendas.
Monitors shared email boxes and responds in a timely manner to student requests.
Establishes and maintains confidential files; uploads materials and presentations to websites and ensure page content is current.
Maintains SA database including uploading and updating student information as needed.
Assists registrar with medical school performance evaluations and visiting student needs as well as provides backup support for the SA coordinators and events as needed.
Maintain a high level of attention to detail quickly.
Other duties as assigned.

DisclaimerThis job description has been designed to indicate the general nature and level of work performed by employees within this classification. It 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.

Minimum Qualifications
Associate's degree in a related field, or equivalency (one year of education can be substituted for two years of related work experience), plus two years of related experience required; ability to use logic and reasoning to prioritize tasks; computer skills including word processing, spreadsheet software, and/or database software preferred; demonstrated human relation and effective communication skills also required.

Bachelor's degree in a related field may be preferred.

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

Preferences

Strong organization and multitasking skills.
Demonstrated ability to work independently.
Analyze and make decisions related to program content.
Strong coordination and organizational skills required to prioritize conflicting deadlines.

Special Instructions

Requisition Number: PRN41734B
Full Time or Part Time? Full Time
Work Schedule Summary: Monday - Friday, 8:00 - 5:00PM. This position is located at 27 S Mario Capecchi Dr. Salt Lake City, UT 84113. This is an onsite position with no option for remote work.
Department: 02045 - SOM Student Affairs
Location: Campus
Pay Rate Range: $18.50 - 19.50/hourly
Close Date: 6/25/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/181587