Operations and Personnel Administrator

Details Open Date 07/20/2026 Requisition Number PRN45694B Job Title Office Administrators Working Title Operations and Personnel Administrator Career Progression Track P00 Track Level P4 - Advanced FLSA Code Administrative Patient Sensitive Job Code? No Standard Hours per Week 40 Full Time or Part Time? Full Time Shift Day Work Schedule Summary Monday – Friday, business hours. This position requires at least 24 hours/week presence onsite and is located at 1925 E Spence Eccles Drive Salt Lake City, UT 84132. May on occasion require 7:00 am virtual meeting participation. VP Area U of U Health - Academics Department 01473 - SOM Administration Location Campus City Salt Lake City, UT Type of Recruitment External Posting Pay Rate Range $56,000-$62,000/annually Close Date 09/21/2026 Priority Review Date (Note - Posting may close at any time) Job Summary Spencer Fox Eccles School of Medicine (SFESOM) at the University of Utah combines excellence in teaching, research, and clinical expertise to train tomorrow’s physicians for the rapidly changing world of medicine. The Mission-Driven Medical Degree (MD) Program in the SFESOM Dean’s Office emphasizes community, relationships, and collaboration. The Operations and Personnel Administrator supports the SFESOM Dean’s Office by providing human resources, legal, and review committee support with minimum supervision, as well as other various administrative functions. This position is a team member of the Administrative Unit and reports to the Director of Administration & Personnel. Office Administrators 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 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 Role Specific: Human Resources Support Provides recruitment support by posting jobs, managing applicant workflow, following-up on special handling flags Provides onboarding support by preparing the offer letter, processing pre-hire checks (hiring proposal, background check, drug screening, references, gathers personal information, etc.), completing Form I-9, schedules and conducting Dean’s Office orientation Prepares and distributes monthly staff newsletter Updates personnel records Updates and maintains organizational charts Provides support with annual processes (performance management, training compliance, budget preparedness, etc.) Maintains various SFESOM contact directories (online, listservs, payroll lists, etc.) Provides back-up support to Payroll Reporters Special human resources projects as assigned Legal & Review Committee Support Acts as main point of contact between SFESOM MD program and the University’s Office of General Counsel in the processing of affiliation agreement contracts Works collaboratively with other SFESOM MD program teams to receive, complete, track, and finalize affiliation agreement contracts in a timely and effective manner Maintains finalized affiliation agreement contracts by monitoring expiration and renewal dates Provides support for the SFESOM MD program Advancement Review Committee (ARC) by scheduling student and faculty subcommittees Prepares and distributes materials, takes minutes, and tracks outcomes for ARC subcommittee meetings Partners closely with SFESOM Student Affairs and SFESOM Curriculum leadership, students, and faculty to ensure timely, efficient, and seamless subcommittee meetings Maintains organized files Other Administrative Functions Manages departmental purchasing card, including making purchases and checking the card out to other approved SFESOM individuals Participates in departmental budget meetings May provide one-time or limited support to administrative unit team members on various special projects Office Administrator, IV 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 support, reception, payroll, facilities, maintenance, supply management, and various back office functions. Recognized as subject matter expert and advanced individual contributor professional. Requires specialized skill set. Conducts highly complex work, unsupervised and with extensive latitude for independent judgment. Requires a bachelor’s (or equivalency) + 8 years or a master’s (or equivalency) + 6 years of directly related work experience. This is an Advanced-Level position in the General Professional track. Job Code: P22724 Grade: P16 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). Preferences Type Type Benefited Staff Special Instructions Summary Additional Information The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at View phone number on click.appcast.io for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at View phone number on click.appcast.io or View phone number on click.appcast.io or University Human Resource Management at View phone number on click.appcast.io if you have questions regarding the post-retirement rules. This position may require the successful completion of a criminal background check and/or drug screen. The University of Utah values candidates who have experience working in settings with students and possess a strong commitment to improving access to higher education. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities. Consistent with state and federal law, the University of Utah does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both. To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Title IX ( OEO ). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utas Non‑Discrimination page. Online reports may be submitted at ** report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South. As per University of Utah policy 5-108: Transfer of Benefits Eligible Staff Members, a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period. #J-18808-Ljbffr Utah