Administrative Program Coordinator

Job Summary

The Department of Medicinal Chemistry in the College of Pharmacy is looking for an enthusiastic team member to provide complex administrative support in a professional manner. Reporting directly to the department chair, this full-time position must make time management decisions that ensure all duties are completed in a timely manner. The position requires the ability to work well under pressure and with changing priorities, to be familiar with both department and University policies, procedures, and organizations, and to assist staff, faculty and visitors. The position is expected to demonstrate sensitivity to the needs of others while being understanding, helpful and keeping sensitive information confidential. Mutual respect and appreciation among all students, staff and faculty are highly valued within the Department. The University of Utah offers a wellness program, great benefits package, and competitive salary commensurate with experience.

Responsibilities

Essential Functions

1. Provides complex office support to administrative staff and faculty, assists with program and event planning and implementation, including the weekly departmental seminar series.
2. Assists with the development of department budgets, maintains budget records.
3. Acts as the department liaison to the College of Pharmacy Employment Specialist for all department human resources actions and needs for faculty and staff, including but not limited to, acting as the payroll reporter and recruitment processes.
4. Schedules appointments, arranges departmental meetings, takes notes at meetings and produces meeting minutes in conjunction with the department chair.
5. Responds to queries from and coordinates activities with faculty and other departments.
6. Reviews and processes personnel applications through University systems and related forms; ensures compliance with university and department policies, procedures and regulations.
7. Prepares faculty files for RPT and TFR processes and adjunct faculty reviews and acts as the department liaison to the Health Sciences Academic Affairs Office.
8. Collects, organizes and analyzes data for specialized reports.
9. Reviews and processes documents and requests for information; creates and maintains personnel files as directed; assists in creation and distribution of departmental materials, forms, surveys, and general correspondence.
10. Greets and communicates with others to answer questions, disseminate information, and directs visitors to the appropriate person or office.
11. Receives, sorts and distributes incoming and outgoing mail.

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: Office Administrator, II: Requires a bachelor's (or equivalency) + 4 years or a master's (or equivalency) + 2 years of directly related work experience. Office Administrator, III: Requires a bachelor's (or equivalency) + 6 years or a master's (or equivalency) + 4 years of directly related work experience. Office Administrator, IV: Requires a bachelor's (or equivalency) + 8 years or a master's (or equivalency) + 6 years of directly related work experience.