"Administrative Program Coordinator (Public Health)"

Job Summary

The Administrative Support Specialist provides comprehensive administrative and operational support to faculty, staff, and students. This role ensures smooth day-to-day operations by managing logistics, coordinating events, maintaining records, and supporting financial and academic processes.

Responsibilities

Principal Duties and Responsibilities:

• Administrative Coordination: Schedule meetings, travel arrangements through Concur, manage professional memberships, and handle correspondence.
• Faculty Support: Assist faculty with classroom needs, including book orders, travel arrangements, reimbursements, memberships, and classroom technology.
• Document Management: Collect, track, and securely store Confidentiality Agreements and maintain training certificate records in Excel.
• Facilities Coordination: Organize office moves and phone line changes in collaboration with Facilities, as directed by the Manager.
• Event Planning: Support the Administrative Manager in planning and executing special events, including logistics, RSVPs, purchasing, catering, setup, and cleanup.
• Procurement and Supplies: Make departmental purchases (catering, office supplies, kitchen items, lab materials, business cards, nameplates, and staff/faculty wall photos, etc.) through Ushop and Purchase Card.
• Calendar and Communication Management: Ensures all events are posted on the department's Upcoming Events webpage and added to the University of Utah Events Calendar.
• Financial Processing: Prepare journal entries, departmental and gift deposits, cost transfers, and assist with wire payment processing and accounts payable.
• Academic and Professional Documentation: Assist in maintaining CVs, MBM updates, biosketches, and drafting professional letters.
• Meeting Support: Record and distribute meeting minutes in a timely and organized manner.
• Other Duties: Perform additional tasks as assigned to support division operations.

DISCLAIMER: 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.

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

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.

Special Instructions

Requisition Number: PRN42744B. Full Time or Part Time?: Full Time. Work Schedule Summary: This position requires full-time in-office presence for up to six months, or longer depending on the successful completion of the probationary period. Afterward, the role transitions to a hybrid schedule with 2-3 days per week in the office. Occasional evening and weekend work will be required. Department: 00958 - DFPM-Administration. Location: Campus. Pay Rate Range: $21.63 to $22.71 DOQ. Close Date: 10/5/2025. Open Until Filled:.

To apply, visit https://utah.peopleadmin.com/postings/186775.