Office Administrator

Job Summary

Working within the division of Student Affairs in the Associate Vice President (AVP) of Student Engagement office, the Office Administrator oversees general office operations for the AVP and supports the operations of the Engagement reporting departments. They coordinate all aspects of the daily office environment including, but not limited to, office operations, scheduling, ordering office supplies, and other duties to ensure the office operates smoothly and efficiently. They coordinate office 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.

Learn more about the great benefits of working for University of Utah: benefits.utah.edu

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.
• Other duties as assigned.

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.