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. The role coordinates all aspects of the daily office environment, including office operations, scheduling, ordering supplies, and ensuring the office operates smoothly and efficiently. Responsibilities include maintaining office equipment, initiating repair requests, coordinating with campus and outside vendors, managing the office budget, negotiating contracts, and providing accounting, reception, payroll, facilities, maintenance, supply management, and back‑office functions. The Office Administrator serves as the face of the office, develops relationships with the campus community, vendors, and internal departments, and coordinates internal/external meetings and conference/video calls on behalf of leaders. Responsibilities Manage the administrative functions of day‑to‑day operations and procedures of the AVP office. Maintain all budget accounts, purchasing, billing, payroll, vendor and tenant contracts, and journal entries. Prepare all financial reports, including monthly budget statements, payroll, purchase card 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 the department, including registration, accommodations, flights, and reimbursements. Support the AVP with financial reporting. Support the administrative functions of the Office of Student Affairs in the absence of administrative staff and work 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. 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 The 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). 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 knowledge of Excel. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description. Equal Employment Opportunity 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 TitleIX and 34CFR part106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of TitleIX and its regulations may be referred to the TitleIX 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/TitleIX Coordinator in the Office of Equal Opportunity and TitleIX (OEO). More information, including the Director/TitleIX Coordinator’s office address, electronic mail address, and telephone number can be located at the University of Utah Non‑Discrimination page. #J-18808-Ljbffr