equipment maintenance and initiate repair requests coordinating work with campus 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 the campus community, vendors, and various internal departments. Coordinate and schedule internal/external meetings, and conference/video calls on behalf of leaders. Responsible for managing office budget and contract/price negotiations with vendors. Provides accounting support, reception, payroll, facilities, maintenance, supply management, and various “back office” functions.
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The department may choose to hire at any of the below job levels and associated pay rates based on their business need and budget.
Responsibilities
- Manage the administrative functions of day-to-day operations and procedures of the AVP office and operations.
- Maintain all budget accounts, purchasing, billing, payroll, vendor and tenant contracts, and journal entries.
- Prepare all financial reports, including monthly budget statements, payroll, purchase cards; participation reports, and required documents.
- Review and approve payroll and personnel action forms.
- Review and understand all University and departmental policies and procedures, federal regulations, and contractual obligations. Coordinate, manage, and monitor all required implementation procedures.
- Coordinate details such as purchasing and personnel activities, document control, account coding for financial transactions, and manage the maintenance of departmental records.
- Manage travel for department, including registration, accommodations, flights, and reimbursements.
- Supports the AVP with financial reporting.
- Supports the administrative functions of the office of Student Affairs in and absence of administrative staff and works collaboratively with other Student Affairs administrators and staff.
- Work with the division of Student Affairs to provide high quality service, adding to the campus experience and representing the University of Utah to the highest standards.
- Track progress on initiatives, institutional priorities, and compliance needs for reporting departments and staff.
- Develop, compile, and track engagement reports.
- Other duties as assigned.
Problem Solving
Requires moderate skill set and proficiency in discipline. Conduct work assignments of increasing complexity, under moderate supervision with some latitude for independent judgment. Must communicate effectively and work with multiple levels of personalities.
Reporting Responsibility
This position reports directly to the Associate Vice President of Student Engagement.
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.
Department Qualifications:
- Effective communication skills and exceptional guest service skills. Demonstrated ability to work effectively in teams that value interactions among all individuals and foster a sense of belonging. Experience in managing reports, including budget, purchase cards, and payroll. Familiarity with the Microsoft Office suite particularly a knowledge of Excel.
- Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
Preferences
- Experience in higher education and within Student Affairs is preferred.
Special Instructions
Priority Review date is 8/14/2026.
