Job Details

Administrative & Office Coordinator

Position Number: 9934334
Location: Salt Lake City, United States
Position Type: Secretary and Administrative Assistants

Administrative & Office Coordinator

Job Summary

NHMU is the largest natural and cultural history museum in the intermountain west. Founded in 1963 as the state of Utah's natural history museum and part of the University of Utah in Salt Lake City, NHMU has grown into a distinguished scientific and cultural institution with the mission to illuminate the natural world and the place of humans within it. Reporting to NHMU's Executive Project Manager, the Administrative & Office Coordinator provides administrative and office support to NHMU's leadership team. Working in close partnership with the Executive Project Manager, this role is part of a collaborative and integrated administrative support team committed to the seamless coordination of leadership priorities. The Administrative & Office Coordinator manages organization-wide administrative needs and supports the administrative functions of the Museum's seven department heads: the Executive Director, Deputy Director and Director of Philanthropy & Communications, Director of Exhibits, Director of Administration, Director of Operations, Director of Education & Community Engagement, and Director of Science. In addition, the Administrative & Office Coordinator supports daily operations of the administrative offices by maintaining shared workspaces, supplies, and office resources.

Responsibilities
Administrative Support - Organization-wide
* Schedule and coordinate organization-wide group meetings
* Schedule and renew annual organizational memberships
* Maintain and update the monthly Department Head on Duty/Department Head on Call schedule Administrative Support - Department Heads
* Meet regularly with individual Department Heads to provide requested administrative support, including calendaring and scheduling, purchasing, travel coordination, information gathering, and other administrative duties
* Support the Executive Director by coordinating weekly Department Head Meetings
* Schedule and coordinate department-wide meetings, including calendaring, communications, logistics, and minute taking
* Assist and support the Executive Project Manager as needed Office Management
* Inventory and maintain shared office and kitchen supplies
* Maintain 5th floor administrative shared spaces, including conference rooms, copy room, and communal events closet
* Attend to internal mail/post needs

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:
Office Administrator, I: Requires a bachelor's (or equivalency) + 2 years of directly related work experience or a master's (or equivalency) degree.
Office Administrator, II: Requires a bachelor's (or equivalency) + 4 years or a master's (or equivalency) + 2 years of directly related work experience.

Preferences
Qualifications - Required A bachelor's (or equivalency) + 6 years or a master's (or equivalency) + 4 years of directly related work experience. Qualifications - Preferred * Experience supporting senior leadership in an administrative capacity (i.e., calendar management, travel coordination, and expense reimbursement) * Experience planning and coordinating events, meetings, or team gatherings * Experience managing multiple calendars * Experience working in a team environment * Excellent organizational, multi-tasking and prioritization, and time management skills * Strong written and verbal communication skills

Special Instructions
Please submit a cover letter with your application materials outlining how your experience meets the job responsibilities, an updated CV/resume, and a list of three references (these will not be contacted unless we notify you).

Requisition Number: PRN46616B
Full Time or Part Time? Full Time
Work Schedule Summary: M-F with occasional evenings, weekends, and holidays. This position requires full-time on site presence at the Natural History Museum of Utah on the Research Park campus of the University of Utah in Salt Lake City and occasional travel for professional meetings, offsite meetings and events, and/or collaborative projects.
Department: 00018 - Utah Museum of Natl Hist Oper
Location: Campus
Pay Rate Range: $51,000 - 53,000
Close Date: 11/30/2026
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/211617