Office Administrator, III

Requisition Number: PRN45882B | Full-time, benefited position | Standard hours: 40 per week | Shift: Day | Hybrid work available

About the Role

Office Administrators oversee general office operations, coordinate daily office environment aspects, and ensure smooth and efficient office functioning. This role involves managing office maintenance, ordering supplies, coordinating equipment maintenance, and initiating facility repair requests. The Office Administrator acts as the face of the office, developing and maintaining relationships with building management, vendors, caterers, and internal departments. Responsibilities may include managing the office budget, contract negotiations, accounting support, reception, payroll, facilities, maintenance, and supply management.

Responsibilities

• Manage complex calendars, scheduling, and meeting logistics for the CMO and CCO.
• Anticipate executive needs, identify potential scheduling or operational conflicts, and proactively recommend solutions.
• Monitor key deliverables and priorities on behalf of the CMO and CCO, ensuring deadlines and commitments are tracked and escalated when necessary.
• Support annual planning, goal tracking, and departmental reporting activities.
• Develop and maintain operational dashboards, trackers, and reporting tools for leadership decision-making.
• Exercise sound judgment, manage sensitive and confidential information, and operate with a high degree of independence in a fast-paced environment.
• Assist with department events, retreats, recognition activities, and team engagement initiatives.
• Support organizational culture and employee experience efforts within Marketing & Communications.
• Lead or support implementation of new departmental processes, systems, and workflow improvements.
• Serve as a liaison between Marketing & Communications leadership and internal/external stakeholders, facilitating timely responses and follow-through.
• Coordinate domestic and international travel arrangements, itineraries, reimbursements, and expense reporting for executive leadership.
• Process purchasing requests, office orders, invoices, and other administrative transactions for department leadership.
• Coordinate onboarding activities for new employees, including workspace preparation, technology requests, access coordination, orientation scheduling, and departmental resources.
• Prepare meeting agendas, record meeting minutes, distribute follow-up materials, and track action items to ensure timely completion.
• Maintain department databases, records, documentation, and shared resources, ensuring information is accurate, organized, and accessible.
• Serve as the department liaison for project management software, providing user support, maintaining templates and workflows, troubleshooting issues, and promoting consistent adoption across teams.
• Coordinate leadership meetings and departmental communications while maintaining confidentiality and professionalism.
• Assist with the preparation, organization, and distribution of executive reports, presentations, and other leadership materials.
• Build collaborative relationships across departments and serve as a primary administrative point of contact for Marketing & Communications leadership.
• Recommend and implement process improvements that increase operational efficiency and streamline administrative workflows.
• Provide general administrative and operational support to ensure continuity of department operations.

Requirements

• Bachelor’s degree (or equivalency) plus 6 years of directly related work experience, or a master’s degree (or equivalency) plus 4 years of directly related work experience.
• 1 year of higher education can substitute for 1 year of directly related work experience.

Schedule

Monday – Friday, 8:00 AM – 5:00 PM

Pay

$56,367 - $70,151 per year

Benefits

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

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 becoming eligible for retirement. Contact Human Resources at (801) 581-7447 for information.