Job Details

Administrative Manager, Nucleus

Position Number: 6337305
Location: Salt Lake City, UT
Position Type: Economic and Business Development

Administrative Manager, Nucleus

Job Summary

The Nucleus Institute team at the Utah System of Higher Education is ardently engaged in steering a multitude of pioneering projects within the state, each designed to harness the innovative capital of Utah's academic and economic vitality. Notably, the team is at the forefront of the Innovation District at The Point project. This ambitious project is a nexus where academia, industry leaders, and policy makers converge to foster a symbiotic ecosystem, encouraging the exchange of ideas and the nurturing of innovation. The environment is meticulously designed to spur research and development, start-up incubation, and collaborative opportunities that can translate academic research into tangible societal benefits. Furthermore, the team is instrumental in managing the $40 million Utah Innovation Fund. This significant investment underscores Utah's commitment to economic progression by methodically commercializing a range of breakthrough technologies. These are discoveries, advancements, or developments that are connected within Utah's higher education institutions. By providing essential capital, mentorship, and strategic guidance, the fund aims to shepherd these innovations from the laboratory to the marketplace, thereby solidifying Utah's reputation as a crucible of innovation. Thirdly we have the Utah Policy Innovation Lab, a specialized entity dedicated to enhancing the policy-making process through a research-centered approach. The Utah Policy Innovation Lab is a testament to the team's commitment to evidence-based policy development, ensuring that the decisions that shape the future of Utah are informed by rigorous research and comprehensive collaborations.

The ideal candidate will be a self-motivated team member with excellent customer service, organization, communication, data research and tracking, document preparation, modern technology experience, and demonstrated multitasking skills.
This position provides complex administrative support to The Nucleus Institute; including working closely with vendors, partners, finance, purchasing, human resources, and navigation of University systems.

This is a full-time, on-site position, working out of our office in Lehi. Hybrid and remote work is not available for this position.

Responsibilities
Office Administration:

Administrative support to Executive Director.
Maintain an SOP and ensure all systems and operations for the Nucleus Institute run effectively.
Act as a liaison between internal and external constituencies involved in program related activities, including HR, legal, accounting, external software, and partner organizations.
Manage expense reporting for the team including purchases, invoices and billing, travel, and mileage expenses.
Manage software subscriptions and contracts.
Manage an effective Google Drive and cloud organization system for team documents.
Manage the team calendar and scheduling for meetings that include multiple members of the team.
Assist in scheduling travel for team members, as needed.
Assist the Marketing team in the planning and execution of events.
Ensure HR trainings are completed by the team.
Ensure board minutes are approved, signed, and organized.
Design and order team swag, as needed.

Utah Innovation Fund Operations Management:

Maintain up-to-date portfolio profile entries in Investment Management software.
Support the Utah Innovation Fund Operations Director in ensuring adherence to state code, documents, state reports, and auditing standards.
Distribute investment materials for meetings in advance.
Coordinate with the legal team to manage NDAs, conflicts of interest, and other legal documents.
Organize and maintain legal and financial information to ensure compliance and easy access for the Managing Directors.

Intern Program Coordinator:

Facilitate the recruitment process in coordination with UIF team and HR.
Coordinate with Universities across the state for Info Sessions and Job Fairs.
Manage Intern onboarding, offboarding, schedules and timecards.
Coordinate and conduct orientation sessions for new interns, ensuring they understand the organization's culture, policies, and expectations.
Regularly monitor and evaluate the interns' progress, providing constructive feedback and addressing any issues or challenges they face.

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 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

Bachelor's degree in a related area or equivalency (one year of education can be substituted for two years of related work experience).
Four to six years of progressively more responsible management experience.
Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department.

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

Preferences

Special Instructions

Requisition Number: PRN42352B
Full Time or Part Time? Full Time
Work Schedule Summary: On-site: Monday - Friday, 9am - 5pm
Department: 02488 - Nucleus Institute
Location: Other
Pay Rate Range: $65,000-$80,000
Close Date: 9/30/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/184858