Job Details

Administrative Assistant (Public Health)

Position Number: 6272304
Location: Salt Lake City, UT
Position Type: Secretary and Administrative Assistants

Administrative Assistant (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.

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 Conditions
Nearly continuously: office environmentWork Environment and Level of Frequency typically requiredNearly Continuously: Office environment.Physical Requirements and Level of Frequency that may be requiredNearly Continuously: Sitting, hearing, listening, talking.Often: Repetitive hand motion (such as typing), walking.Seldom: Bending, reaching overhead.

Minimum Qualifications
Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) and three years full-time secretarial experience preferred.

Demonstrated human relations and effective written and verbal communication skills preferred. Knowledge of basic bookkeeping practices and direct supervisory experience preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Special Instructions

Requisition Number: PRN42081B
Full Time or Part Time? Full Time
Work Schedule Summary: In office for up to six months or more during probationary period. After success completion or probationary period hybrid with 2-3 days in office per week. Some nights and weekends.
Department: 00958 - DFPM-Administration
Location: Campus
Pay Rate Range: $21.63 to $22.71 DOQ
Close Date: 8/1/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/183461