Office Administrator

Details

Open Date 08/03/2026

Requisition Number PRN45795B

Job Title Office Administrators

Working Title Office Administrator

Career Progression Track P00

Track Level P5 - Expert, P4 - Advanced, P3 - Career

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 8am- 5pm during initial 6 months. After 6 months subject to review including possibility of remote work 1 day per week.

VP Area Academic Affairs

Department 00065 - Elect & Computer Engineering

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 50000 - 60000

Close Date 10/30/2026

Priority Review Date (Note - Posting may close at any time)

Job Summary

The Office Administrator provides high-level administrative and operational support to the Electrical and Computer Engineering Department Chair and serves as a central point of coordination for departmental activities. This position manages the Chair’s complex calendar and priorities; coordinates meetings, events, communications, and special projects; prepares materials and tracks follow-up actions; and maintains departmental records, websites, contact lists, and administrative resources.

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. Considered highly skilled and proficient in discipline. Conducts complex, important work under minimal supervision and with wide latitude for independent judgment.

The position works closely with faculty, staff, students, university offices, external advisory board members, industry partners, alumni, donors, and other stakeholders. Success requires exceptional organization, discretion, initiative, attention to detail, and the ability to anticipate needs and independently manage multiple priorities and deadlines.

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

Responsibilities

• Provide comprehensive administrative support to the Department Chair, including managing a complex calendar, coordinating appointments, resolving scheduling conflicts, organizing priorities, and anticipating upcoming needs and deadlines.

• Coordinate internal and external meetings with faculty, committees, advisory boards, and College and University leadership; prepare agendas, presentations, and background materials; record minutes, attendance, decisions, and action items; and coordinate follow-up.

• Plan and coordinate departmental events, recruitment activities, academic programs, conferences, and visits—including faculty retreats, seminar series, technical open houses, advisory board meetings, and student, alumni, and industry events—managing scheduling, communications, venues, registration, catering, travel, materials, reimbursements, and follow-up.

• Draft, edit, format, and distribute professional correspondence, presentations, reports, announcements, and other communications on behalf of the Chair and department; maintain departmental webpages, online forms, calendars, directories, and other digital content.

• Maintain organized departmental records, planning materials, event files, award and nomination records, and stakeholder contact information; monitor recurring timelines, commitments, and deadlines and coordinate necessary follow-up.

• Conduct information gathering and administrative research to support departmental priorities, including identifying funding opportunities, compiling data, preparing summaries, and assisting with reports, award nominations, and special initiatives.

• Support effective office operations by coordinating supplies, equipment and facility requests, document-management systems, and other administrative needs while handling sensitive information with discretion and sound judgment.

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, III : Requires a bachelor’s (or equivalency) + 6 years or a master’s (or equivalency) + 4 years of directly related work experience.

Office Administrator, IV: Requires a bachelor’s (or equivalency) + 8 years or a master’s (or equivalency) + 6 years of directly related work experience.

Office Administrator, V: Requires a bachelor’s (or equivalency) + 10 years or a master’s (or equivalency) + 8 years of directly related work experience.

Preferences

• Excellent organizational, written communication, interpersonal, and follow-through skills, with strong attention to detail and discretion.

• Proficiency with Microsoft 365; experience with SharePoint, WordPress, Mailchimp, or similar platforms is preferred.

• Experience working in higher education, an academic department, or a similarly complex professional environment.

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 Utah 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.