Office Administrator III

Job Summary

University Marketing & Communications is seeking an Office Administrator to help support a team of around 60 full time staff and 15 interns. This department acts as an institutional agency for the University of Utah and works closely with the administration to promote branding consistency and enforcement, marketing and digital support for campus department needs, institutional communications and public relations, and oversees student experience events across campus.

Responsibilities

Oversee general office operations. Coordinate all aspects of the daily office environment including, but not limited to, office maintenance, ordering office supplies, and other duties to ensure the office operates smoothly and efficiently. Coordinate office equipment maintenance and initiate facility repair requests with building management and/or outside vendors. Work closely with executives and management on coordination of local culture and engagement initiatives including planning and logistics. Act as the face of the office and develop and maintain relationships with building management services, vendors, caterers, and various internal departments. Coordinate and schedule internal/external meetings, and conference/video calls on behalf of leaders. May be responsible for managing office budget and contract/price negotiations with vendors. May perform other duties including accounting, reception, payroll, facilities, maintenance, supply management, and various "back office" functions.

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, I: Requires a bachelor's (or equivalency) + 2 years of directly related work experience or a master's (or equivalency) degree. 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. Office Administrator, V: Requires a bachelor's (or equivalency) + 10 years or a master's (or equivalency) + 8 years of directly related work experience. Office Administrator, VI: Requires a bachelor's (or equivalency) + 12 years or a master's (or equivalency) + 10 years of directly related work experience. Office Administrator, VII: Requires a bachelor's (or equivalency) + 14 years or a master's (or equivalency) + 12 years of directly related work experience.

Preferences

Current or former office administration experience supporting a university department or marketing team preferred. Knowledge and experience with Asana, QuickBooks, the university's payment and procurement systems, and general A/V tech support for Teams, Zoom, and Webinars is ideal but not required.