"Administrative Assistant"

Job Details

Administrative Assistant

Job Summary

The University of Utah College of Social Work is seeking two skilled, motivated and detail-oriented Administrative Assistants to provide professional support in a collaborative, customer-focused environment. These positions are integral members of the College's administrative team, supporting a wide range of administrative, academic and research functions.

The ideal candidates will demonstrate strong communication, organization, and project management skills; excellent customer service; and a collaborative, team-oriented approach. The roles require extensive interaction—both in-person and virtually—with prospective and current students, faculty, staff, and members of the public.

Essential Functions

1. Provide outstanding customer service to visitors, students, faculty, staff, and the general public.
2. Perform clerical and administrative support duties including handling phone calls, emails, mail, and other correspondence.
3. Coordinate appointments, calendars, and meetings - including room reservations, catering, and other logistical needs.
4. Organize, coordinate, and attend program meetings, events, and other College functions.
5. Provide administrative support for administrative, academic, research, and new center initiatives within the College.
6. Coordinate faculty and staff travel, including booking airfare, processing conference registrations, and submitting reimbursements using University systems.
7. Assist with purchasing, reconciling program budgets, deposits, and purchase cards.
8. Collect and organize data, maintain records, and assist in preparing reports and meeting minutes.
9. Provide back-up administrative support to the front office and payroll reporter.
10. Ensure completion and reporting of assigned tasks in a clear and timely manner.
11. Other duties as assigned.

This job description has been designed to indicate the general nature 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.

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 Assistants, IIPerform 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 routine tasks under moderate supervision.Requires at least 1 year of related experience.This is an Intermediate Level position in the Support track.

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.

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.

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).

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

• Knowledge of University of Utah administrative procedures and systems.
• Experience with Microsoft Office Suite (Word, Excel, Outlook), PeopleSoft, PeopleAdmin, CIS, and Concur.
• Demonstrated ability to prioritize tasks, manage multiple projects, and work effectively as part of a team.
• Prior administrative or clerical experience in a higher education environment.

Special Instructions

Requisition Number: PRN43521B

Full Time or Part Time? Full Time

Work Schedule Summary: Monday - Friday; 8am - 5pm; in person at the College of Social Work

Department: 00172 - College of Social Work-Dean

Location: Campus

Pay Rate Range: $20.00 - $23.00

Close Date: 12/31/2025

Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/192023