"Administrative Assistants"

Administrative Assistants

Job Summary

Provides direct administrative support in the Biochemistry Administration Department. Must be able to manage multiple competing interests and priorities, and serve as the primary point of contact for the office, greeting visitors, answering phones, and responding to inquiries. Strong verbal and written communication skills are quintessential to internal stakeholders (faculty members and staff). In addition, strong self-motivation, task prioritization, superb organizational skills, and a solution-oriented approach with a positive attitude are vital assets for this position.

Responsibilities

Applicants must demonstrate the ability to perform essential functions of the job as follows:

Administrative Support and Office Operations

• Maintains exceptional level of professionalism and discretion in managing complex issues and interactions.
• Resolves a variety of complex administrative problems for the institution leadership, faculty, staff, students, and the public entities.
• Manages schedules and organizes active and complex calendar and travel logistics for faculty and lab staff and students.
• Oversee office workflows, including ordering supplies, processing mail, and maintaining a well-organized and clean work environment.
• Navigate university and department policies and procedures.
• Act as a resource for faculty, students, and staff, assisting with administrative and operational needs.
• Prepares and maintains office Standard Operating Procedure documents, files, and other pertinent information related to office administration.
• Daily responsibilities:
  • Conference room reservations
  • Order, issue and maintain office and lab keys
  • Grant and remove building access
  • Restock and order office supplies
  • Submit building maintenance requests
  • Distribute mail
  • Post weekly conference room calendars
  • Update Biochemistry Human Resource system
  • Greet visitors and answer phones
  • Emergency Radio call-in on Fridays
  • Monthly Birthday Boards
  • Maintain Standard Operating Procedure files
  • Answering emails
  • Maintain bulletin board flyers around the building

Cross-Training and Collaboration

• Works closely with the Office Administrator, and provides cross-functional support with the Business Analyst and Purchasing Program Manager, ensuring efficient program operations.
• Develop a strong understanding of department functions and cross-train in various administrative areas.
• Serve as a liaison between different stakeholders, facilitating smooth communication and operations.

Business Analyst Collaboration

• Website content updates using Drupal and Squarespace Content Management Systems.
• Possible image processing using Adobe Lightroom (no prior experience required).

Purchasing Program Manager Collaboration

• Review purchase order status and make adjustments based on need.
• Review invoices for accuracy and upload to procurement system.
• Assist with reallocation of credit card purchases.

Note: This job description does not comprehensively list all the required duties, responsibilities, and qualifications. Additional responsibilities may be assigned to support program needs.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.
Often: Repetitive hand motion (such as typing), walking.
Seldom: Bending, reaching overhead, lifting up to 25 Ibs.

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, I: Requires little to no related 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

• Proven experience in an administrative support role, preferably in academic or professional setting.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills, with a high level of professionalism and attention to detail.
• Proficiency in Mac and PC computers, Microsoft Office Suite (Word, Excel, Outlook), Teams/Zoom, and ability to learn new systems quickly.
• Experience and proficiency in Concur Travel and Purchase system.
• Demonstrated ability to work independently, solve problems proactively, and adapt to evolving priorities.
• A polished and professional presence that aligns with our workplace culture.

Special Instructions

Requisition Number: PRN43339B
Full Time or Part Time? Full Time
Work Schedule Summary: Monday - Friday. 8 AM - 4:30 PM.
Department: 01502 - Department of Biochemistry
Location: Campus
Pay Rate Range: $25.21 - $27.07
Close Date: 1/15/2026
Open Until Filled:
To apply, visit https://utah.peopleadmin.com/postings/191452