Administrative Coordinator

Job Summary

The University of Utah Office for Global Engagement (OGE) provides campus-wide leadership and coordination in support of University of Utah global initiatives, partnerships, and programs. The Administrative Coordinator serves as the primary front office contact for the Office for Global Engagement, greeting and assisting visitors, answering inquiries, and directing individuals to the appropriate staff or resources. The role also provides program support for the Administration Manager and general administrative support for both the Office for Global Engagement and Learning Abroad.

This position oversees the procedural matters related to an ongoing project or program in an assigned area. It provides administrative support to senior department personnel, and plans and coordinates project scheduling, budgeting, and administrative tasks. It also supports the project staff by facilitating project logistics such as meetings, conference rooms, conference calls, etc.

Responsibilities

• Coordinates procedural matters regarding the day-to-day operations of an academic, research or administrative project.
• Plans and implements procedural changes/modifications for the project.
• May assist in the preparation of grant proposals, research materials, and outreach publications.
• Maintains or oversees the maintenance of project records, lists or files. Prepares related reports and performs evaluation of project effectiveness.
• Provides information to students, faculty, staff, and government and community agencies regarding the policies and procedures of the project or department.
• Answers telephones and gives information to callers, takes messages, or transfers calls to appropriate individuals.
• Greets visitors and communicates with customers, employees, and other individuals to answer questions, disseminate or explain information, and address complaints.
• Responds to queries from and coordinates activities with other departments, the community, and program partners.
• May assist in development of presentations on the projects.
• May take meeting minutes and action items during meetings and perform basic follow-up.
• May provide computer support for departmental/project objectives and determine appropriate software needed.
• May coordinate seminars, workshops, luncheons and other meetings on topics within the scope of the project.
• May act as the University's representative for this field or specialty area when contacting other departments and outside organizations.
• Maintains PCard receipts and statements.
• Coordinates international activities, including interfacing with visiting scholars, students and dignitaries.
• Maintains and orders office supplies.
• Coordinates complex projects involving multiple internal and external stakeholders.
• Supports Learning Abroad administrative processes, including:
• Oversee transfer credit coordination with students and departments.
• Manage communication, respond to inquiries and requests across shared Learning Abroad email accounts.
• Coordination with Director and Associate Director on course information, creation, and management for faculty-led programs.
• Coordinate CISI international insurance enrollment for various campus stakeholders.
• Process Learning Abroad transcripts and coordinate with the Office of International Admissions and the Office of the Registrar.
• Process Dean of Students conduct checks.
• Perform basic administration of Office for Global Engagement Scholarships in collaboration with Scholarship.
• Manage Learning Abroad program deposits and coordinates with Learning Abroad Finance Manager lead.
• Reserves rooms for events and activities.
• Other duties as assigned.

Work Conditions

Nearly continuously: office environment. 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.

Minimum Qualifications

Bachelor's degree in a related field or equivalency (one year of education can be substituted for two years of related work experience), plus one year of directly related experience. Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Candidates with experience working in a global or international context, including learning abroad programs or cross-cultural environments, are strongly encouraged to apply.

Special Instructions

Requisition Number: PRN43006B Full Time or Part Time? Full Time Work Schedule Summary: This is a full-time, in-person position, Monday through Friday, 8:00 a.m. to 5:00 p.m. Remote work is not available for this role. Department: 01541 - Office for Global Engagement Location: Campus Pay Rate Range: 48,000 - 50,000 Close Date: 10/8/2025 Open Until Filled: