Administrative Officer

Administrative Officer

Job Summary

The Division of Public Health, Department of Family and Preventive Medicine at the University of Utah is seeking an Administrative Officer. Under the direction of the Associate Director, this position will provide complex administrative support to the Division's staff, faculty, and students. The role involves exposure to and participation in various administrative areas, including data entry, budget management, tracking, event planning, and scheduling etc.

Responsibilities
A.) Supports with meeting scheduling, maintaining professional memberships, reviews and sends out correspondenceB.) Assists faculty, staff and students with classroom needs, book orders, travel arrangements through Concur, memberships, reimbursementsC.) Assists HR Manager with onboarding and offboarding (building access, parking permits, update division list serve, business cards, name plate, mail box)D.) Coordinates facilities for office movesE.) Assists Administrative Manager in event planning, purchasing, organization, setting up, cleaning up, etc. for any special events ie. Graduation Celebration Reception, Student Orientation Dinner, Division Holiday Party, Annual Division Retreat, Sundwall Lecture, and Disaster Conference.F.) Main contact for Public Health Grand Rounds including scheduling of venues, flyers, RSVP's, catering needs, organization and planning, assists in set up and clean up for any special events G.) Add and maintains Events Calendar and add all events to webpage calendar.H.) Orders supplies (office, breakroom, catering, staff and faculty wall photos, lab supplies etc.)I.) Prepares Journal Entries, Departmental Deposits, Gift DepositsJ.) Support in wire process payments if neededK.) Maintains and verifies accounts payable L.) Submits and tracks, invoices, ushop orders, ePRs, participate payments, gift cards purchases and tracking etc. M.) Pcard reallocatorN.) Support Administrative Managers in maintaining CVs, MBM updates, biosketches, and drafting letters as needed.O.) Responsible for tracking faculty leave P.) Other duties as assigned.

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 Business, Finance, or a related field, or equivalency (one year of education can be substituted for two years of related work experience). Three years experience that includes specific involvement in maintaining complex financial records, developing and monitoring departmental budgets and preparing related reports; and demonstrated organizational, human relation and effective communication skills.

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: PRN40814B
Full Time or Part Time? Full Time
Work Schedule Summary: Monday - Friday 8:00 am - 5:00 pm, some nights and weekends for special events. This position will be hybrid. 
Department: 00958 - DFPM-Administration
Location: Campus
Pay Rate Range: 45,000 - 55,000 (DOQ)
Close Date: 2/17/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/175513


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