"Administrative and Development Assistant"

Job Summary

Administrative Assistants
Under minimal supervision, responsible for planning, organizing, directing and/or controlling all aspects pertaining to a sizable specific program or multiple program functions of assigned department's internal and external customer service, human resource and accounting operations pertaining to areas including (but not limited to) academic, research, health sciences, and community outreach. Acts as a catalyst between the department and its customers and staff to ensure continuity and quality of service and care.

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

Job Duties:

• Office communications The PM/OGH Ad must create and maintain communication outlets:
  • Website. Redevelop, develop and renew content and update information.
  • LinkedIn page management.
  • Assist if necessary in Newsletter Development
• Agreements management
  Supports the OGH Director to develop MOUs by:
  • Coordinating with OGC to vet agreements
  • Receive office of foreign influence approvals
  • Secure signatures of external and internal parties
  • Maintain records and distributes copies to interested parties including OGE
• Foreign and external visitors-Organizes and plans travel activities for visitors.
  Activities include:
  • Travel arrangements - tickets and hotel
  • Agenda development
  • Coordinate meetings with U of U faculty and staff
  • Coordinate presentations and grand rounds
• Travel planning for Director and employees
  - Tickets and hotels arrangements
  - Visas procurement
  - Arrange meeting
  - Process travel expenses
  - Travel Reports
• Meetings organization and documentation. Assist in organizing activities for the monthly Global Health Council and manage the weekly OGH Traffic meeting.
  Activities include:
  • Meeting minutes taking and distribution
  • Present as required
  • Office Supplies
• Office files management.
  Includes physical and electronic cataloging and filing:
  • Accounting related activities
  • Purchase processing and documenting
  • P-Card and T-Card reports submission and documentation management
• Assist in organization of local/International events:
  • Coordinate participants
  • Secure location
  • Procure refreshments
• Management of the OGH interns
  • Organization of interviews
  • Communication with the recruitment organization

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.

Administrative Assistants, IIIPerform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of group / department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers. Completes assignments with little supervision. May assist less-experienced team members.Requires 3+ years of related experience.This is a Skilled Level position in the Support track.Job Code: S22733Grade: S16

Administrative Assistants, IVPerform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of group / department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers. Highest-level support. Performs advanced tasks under minimal supervision. May mentor less-experienced team members.Requires 5+ years of related experience.This is a Highly Skilled Level position in the Support track.Job Code: S22734Grade: S18

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, III: Requires 3+ years of related experience.
Administrative Assistants, IV: Requires 5+ years of related experience.

Preferences

Special Instructions

Requisition Number: PRN43697B
Full Time or Part Time? Full Time
Work Schedule Summary: 9:00 am - 5:00 pm
Department: 01640 - GLOBAL HEALTH
Location: Campus
Pay Rate Range: $50,000-$58,450
Close Date: 12/18/2025
Open Until Filled: