Administrative Assistant Job at University of Utah

University of Utah Salt Lake City, UT 84112

Job Information

  • Date Posted
    2025-04-11
  • Location
    Salt Lake City, UT 84112
  • Job Title
    Administrative Assistant
  • Gender
    Both

Overview:
The Lowell Bennion Center for Community Engagement at the University of Utah is an international leader in community engagement and public service. The Bennion Center inspires and mobilizes people to strengthen communities through learning, scholarship, and advocacy. Our curricular and co-curricular community-engaged learning programs, courses, initiatives, and events, provide dynamic and compelling opportunities for students, faculty, staff, and community partners, to collaborate on issues and projects that improve health, quality of life, and foster justice in the community while educating students about their civic and social responsibilities. This is in support of the University’s goal to be a Top Ten University for Social Impact. In 2020, the Carnegie Foundation for the Advancement of Teaching and Learning classified the University of Utah as a Community Engaged Institution. The Bennion Center is a critical part of the University’s experiential and educational strategy and serves as a hub for campus-wide community-engaged learning. We are committed to equity and justice in all we do.
Position Summary:
The Administrative Assistant maintains a positive and forward-focused outlook of the Bennion Center. The position fully supports the Bennion Center’s strategic priorities through thorough administrative, secretarial, and bookkeeping delivery. Responsibilities include assisting the executive director with scheduling, meeting/event planning, accounting, as well as support for programs, budgets, onboarding, and other trainings, maintaining data/archives/personnel records, internal and external correspondence, coordinating audits, restocking supplies, office reception, general office, and capital resources upkeep. As assigned, the Administrative Assistant is asked to mentor and advise students on community engagement projects. The Administrative Assistant is responsible for building and maintaining successful professional relationships with students, faculty, campus & community partners, and the Bennion Center staff.
The Administrative Assistant is an essential part of a dynamic and interconnected team of staff, faculty, and students, and reports directly to the executive director. The successful candidate will demonstrate the ability to perform the essential functions of the job as outlined in the position description and lean into opportunities to advance community engagement outcomes. The Bennion Center strongly encourages a diverse applicant pool (please circulate widely), especially those who self-identify as Black, Native or Indigenous, People of Color, LGBTQIA+, non-binary, living with disabilities, neurodivergent, young, speak English as a second language, and others from overlooked /underestimated communities.

About Student Affairs

Student Affairs is comprised of over 20 departments and is focused on supporting student well-being and success with the ultimate goal of assisting students in discovering their passion, people, and purpose. To that end, we aim to foster an environment that encourages employees to embrace innovative service delivery methods to best meet the needs of our students. As a result, students have the opportunity to participate in the creation of campus culture, collaboratively working alongside professional staff, student leaders, and academic partners.

Student Affairs is committed to grounding our programs, procedures, and policies in the tenets of anti-racism and inclusion. We recognize the continued importance of education and accountability that promote equity and social justice. Our expectation is that all employees are engaged in this work to create a welcoming environment that supports the success of both students and staff and ensures they have the opportunity to be fully incorporated into university life.

An excellent benefits package is included (see here for a full description of the benefits package):
  • 14.2% employer retirement contribution in addition to employee contributions (automatic and immediately vested)
  • Paid parental leave (in addition to FMLA)
  • 11 paid holidays per year plus vacation accruals each month
  • Excellent health insurance options that are both affordable and allow access to care through the University of Utah health system
  • Tuition reduction for employees and family members
  • Options for short-term and long-term disability insurance, life insurance, and HSA/FSA savings plans are available
  • Free public transportation pass (see here for more information)

Responsibilities
  • Fiscal operations management – Prepare and manage all operating funds/budgets, review annual budget proposal with executive director. Coordinate purchasing/expenditures including invoices/p-card/purchase orders. Train staff and student leaders in expenditure procedures, manage center’s endowment records, manage transfer of funds (endowment, student fellowships & scholarships, and CEL support), expenditures, and prepare reports for internal and external consumption.
  • Purchasing – Coordinate all purchases of office equipment/maintenance contracts, materials/resources for office activities and events, travel reservation/requests. Prepare payment requests to cover expenditures.
  • Human Resources – Convene and support search committees, coordinate hiring/salaries, serve as liaison to human resources office, advise search committee of policies, process hiring documents, lead internal onboarding of new staff and students, coordinate payroll/ KRONOS software.
  • Board/Event Coordination – Serve as staff liaison to the Bennion Center’s Advisory Board including scheduling meetings, events, and recording/distributing minutes.
  • Grants – Assist executive director and development officer in the preparation of grants/gift proposals. Manages grant/endowment funds for the Bennion Center.
  • Office Stewardship – Open and close the Bennion Center for public use, ensure doors/locks are working, work with maintenance and custodial teams to ensure safe and tidy office space, maintain policy procedure handbook, order office equipment, maintain inventory/records and software licenses, provide some student, work-study, and volunteer supervision, schedule rooms/van/space as needed.
  • Records & Coordination – maintains office archival history/records, serve on ad hoc committees related to office events and activities.
  • Educator- Serve as an educator, mentor, and advisor to students as needed and contribute to the Bennion Center’s educational efforts and learning outcomes by advising students on curricular and co-curricular community engagement opportunities
  • Advocate- Understand, communicate, and advocate for the Bennion Center to internal and external audiences


Bennion Center – General
  • Adhere to and foster the Bennion Center’s values of hope, integrity, collaboration, and action in all professional and programmatic matters
  • Assist in the planning, logistics, and implementation of orientations, retreats, recognition events, reflection opportunities for the Bennion Center community
  • Represent the Bennion Center across campus and in the community
  • Support the Bennion Center’s strategic plan and inclusion, diversity, and equity antiracism (IDEA) plan

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.

Department-Specific Qualifications
  • Strong written and verbal communication and interpersonal skills
  • Bookkeeping skills
  • Database and strong computer skills
  • Experience with administrative effectiveness including being organized, dependable, and timely
  • Commitment to community engagement and demonstrated life and professional experience that embodies the values of hope, integrity, collaboration, and action
  • Commitment to self-awareness and learning, and understanding of power, privilege, and oppression is required
  • Demonstrated understanding of and commitment to racial, ethnic, cultural, and philosophical diversity. Ability to create and manage an organizational environment that fosters diversity, equity, inclusion, and antiracism

Preferences

Type
Benefited Staff

Special Instructions Summary

Additional Information
The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.

Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are encouraged to apply. 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.

The University of Utah is an Affirmative Action/Equal Opportunity employer and 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 Affirmative Action:

Director/ Title IX Coordinator

Office of Equal Opportunity and Affirmative Action ( OEO /AA)

383 University Street, Level 1 OEO Suite

Salt Lake City, UT 84112

801-581-8365

oeo@utah.edu

Online reports may be submitted at oeo.utah.edu

For more information: https://www.utah.edu/nondiscrimination/

To inquire about this posting, email: employment@utah.edu or call 801-581-2300.


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 (801) 581-7447 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 (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 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.

https://safety.utah.edu/safetyreport This 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.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  • * Do you have a related Associate's degree or equivalency? (2 years related work experience may be substituted for 1 year of education)
    • Yes
    • No
  • * Do you have three or more years of clerical/administrative experience?
    • Yes
    • No
  • Indicate your level of expertise in MS Office (Word, Excel, PowerPoint, Outlook, etc.)
    • Basic
    • Intermediate
    • Advanced
  • Do you have previous work experience in a college/university environment?
    • Yes
    • No
  • How many years of supervisory experience do you have?
    • No experience
    • Less than 1 year
    • 1 year or more, but less than 2 years
    • 2 year or more, but less than 4 years
    • 4 years or more

Applicant Documents

Required Documents
  • Resume
Optional Documents
  • Cover Letter
  • Addendum to the University of Utah - Veteran Only - Call 801.581.2169 after submission
  • Appropriate discharge document (such as a DD-214 – Member Copy 4) – Veteran Only – Call 801.581.2169

Open Date
04/19/2023

Requisition Number
PRN34643B

Job Title
Administrative Assistant

Working Title
Administrative Assistant

Job Grade
D

FLSA Code
Nonexempt

Patient Sensitive Job Code?
No

Standard Hours per Week
40 hours/week

Full Time or Part Time?
Full Time

Shift
Day

Work Schedule Summary

VP Area
Academic Affairs

Department
00305 - Bennion Community Center

Location
Campus

City
Salt Lake City, UT

Type of Recruitment
External Posting

Pay Rate Range
$19.71 - $20.67/hour including an excellent benefits package.

Close Date

Open Until Filled
Yes




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