Job Details

Administrative Assistant, Graduate Business Programs

Position Number: 6378228
Location: Salt Lake City, UT
Position Type: Secretary and Administrative Assistants

Administrative Assistant, Graduate Business Programs

Job Summary

The David Eccles School of Business is seeking an experienced Administrative Assistant to support the daily operations of Graduate Business Programs. This position plays an important role in keeping the office running smoothly by managing logistics, coordinating support across teams, and handling a variety of administrative tasks.

We are looking for someone who has built a career in administrative support and enjoys working in this type of role. The ideal candidate is organized, dependable, and proactive. This position requires someone who takes initiative, communicates clearly, and is committed to supporting the work of others. It is well suited for a professional who is confident managing multiple responsibilities and thrives in a busy, team-oriented environment.

This role is essential to the success of our programs and contributes meaningfully to the day-to-day experience of faculty, staff, and students.

Responsibilities
Administrative Support and Office Operations

Serve as the main point of contact for the office by welcoming visitors, answering phones, and responding to inquiries
Manage daily office tasks, including ordering supplies, processing mail, and keeping shared spaces organized and functional
Work with university offices such as accounts payable, travel, and scheduling to process requests and complete tasks accurately and on time

Meeting, Event, and Logistics Coordination

Coordinate logistics for meetings and events, including scheduling, preparing materials, and arranging catering and room setup
Arrange travel for staff and student groups, ensuring that all details are accurate and within policy

Financial and Data Support

Track financial transactions and process payments, reimbursements, and invoices
Prepare reports related to program budgets, recruiting activity, and student success data
Support team leaders with budget tracking and reconciliation by maintaining organized records

Program, Faculty, and Student Support

Assist faculty, students, and staff with operational and administrative needs
Help faculty with scheduling, printing, and organizing materials for courses
Provide general support across programs as needed to help meet deadlines and keep tasks moving forward

Cross-Training and Collaboration

Learn key administrative functions across the department and provide backup support when needed
Communicate clearly and consistently with internal and external partners to ensure smooth handoffs and timely responses

Note: This job description does not comprehensively list all the required duties, responsibilities, and qualifications. Additional responsibilities may be assigned to support program needs.

Work Environment and Level of Frequency typically required
Nearly Continuously: Office environment.
Physical Requirements and Level of Frequency that may be required
Nearly Continuously: Sitting, hearing, listening, talking.
Often: Repetitive hand motion (such as typing), walking.
Seldom: Bending, reaching overhead, lifting up to 25 lb.

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.

Preferences

Professional experience in administrative support, ideally in a fast-paced or professional office setting
A clear track record of working in administrative or operations roles with strong references
Strong organizational skills and the ability to manage competing priorities and deadlines
Clear and professional written and verbal communication skills
Proficiency in Microsoft Office (Word, Excel, Outlook) and the ability to learn new systems and platforms
Comfort working independently and solving problems without needing close supervision
Professional appearance and demeanor that fits with a business casual workplace
Experience improving or creating systems to keep processes efficient and organized is a plus

The University of Utah offers outstanding benefits designed to support your health, wellness, and financial future. As a full-time employee, you'll have access to:

14.2% employer retirement contribution (no employee match required)
Health, dental, and vision insurance options with affordable premiums
Generous paid time off, including vacation, sick leave, and paid holidays
Professional development opportunities and access to university resources
A supportive, mission-driven workplace located in the heart of Salt Lake City
Learn more at hr.utah.edu/benefits

Special Instructions

Requisition Number: PRN42467B
Full Time or Part Time? Full Time
Work Schedule Summary: Primarily Monday through Friday, with rare instances of evening or weekend work to support high-priority events or initiatives. Flexibility is appreciated to ensure the smooth operation of the office priorities.This position is classified as "essential," requiring the employee to work on campus, in person.
Department: 00033 - Executive Education
Location: Campus
Pay Rate Range: $24.00 - $28.50 per hour, depending on experience and qualifications
Close Date: 8/31/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/185477