Administrative Assistant

Job Summary

Perform 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 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. Complete routine tasks under moderate supervision.

Qualifications

1-year related experience

High school diploma

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

• Be highly detailed, organized and have effective communication skills while multi-tasking and problem-solving quickly and efficiently to provide complex office support to administrative staff and faculty
• Make time management decisions that ensure all duties are completed in a timely manner
• Be familiar with both department and University policies, procedures, and organizations to assist with program planning and implementation
• Demonstrate sensitivity to others' needs while being understanding, helpful and keeping sensitive information confidential
• Greet and communicate with staff, faculty, students and visitors to answer questions and disseminate information
• Answer telephones, keep detailed messages, aid and direct callers and visitors to the appropriate person or office
• Receive, sort, and distribute incoming and outgoing mail and packages
• Schedule and arrange meetings
• Respond to queries from, coordinate, and attend activities with student/staff/faculty, other departments, the community, and program partners
• Actively sit on and participate in committees and meetings
• Assist with word processing, data entry, Internet, and record searches; maintain reports by gathering and assembling data; proficiency with Word, Excel, PowerPoint, and Adobe Acrobat Pro required
• Review and process documents and requests; Create and maintain files
• Assist in the creation and distribution of program materials, forms, and general correspondence
• Maintain and actively update department social media accounts
• Review and process applications through University systems and related forms; ensures compliance with university and department policies, procedures, and regulations
• Organize and maintain cleanliness of departmental areas
• Maintain office equipment; arrange for service calls as needed
• Order, restock, and distribute department supplies; may be required to lift up to 25lbs occasionally
• Completes other tasks assigned; This is not inclusive of all job duties. Additional job responsibilities may be assigned as needed.

ACTION ITEMS

1. Please have one professional letter of recommendation emailed to tiffany.obonnon@pharm.utah.edu.
2. Provide a copy of a verified typing certificate within the last 90 days (e.g., Typing.com, keyhero.com) and upload into Applicant Documents - Other.

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.

Preferences

• Proficiency in office software
• Experience in creating platform-optimized content, including short-form video (Reels/TikTok) and branded graphics
• Highly motivated individuals with a desire to work in a collaborative environment and willing to take direction
• Individuals with the ability to work well under pressure and changing priorities
• Individuals with a commitment to provide excellent customer service

Special Instructions

Requisition Number: PRN44206B
Full Time or Part Time? Full Time
Work Schedule Summary:
Department: 00281 - Pharmacotherapy
Location: Campus
Pay Rate Range: $19.50 - $22.50
Close Date: 5/11/2026
Open Until Filled:
To apply, visit https://utah.peopleadmin.com/postings/196320