Office Administrators

Employees must reside in the state of Utah but might have the opportunity to work a hybrid (in-office and remote) work schedule. Possible consideration of a request for a fully remote work schedule, subject to approval and change.

About the role

Provide administrative and operational support for the Division of Epidemiology, serving as a key liaison between the University of Utah and the Salt Lake City VA. This position supports the Division’s research, education, and administrative missions by coordinating office operations, facilitating interagency collaborations, and ensuring efficient day-to-day business functions.

Responsibilities

• Support general office operations for the Division of Epidemiology at the Williams Building in Research Park approximately three days per week.
• Provide on-site administrative support to the Salt Lake City VA Research Service Office approximately two days per week, coordinating Intergovernmental Personnel Act (IPA) agreements, VA contracts, and other collaborative administrative processes to ensure effective coordination between the University and the VA.
• Provide human resources support to division administrators for the hiring and ongoing personnel administration of approximately 55 faculty and 150 staff employees. Responsibilities may include job postings, onboarding documentation, leave tracking, space assignments, faculty appointments, and other personnel-related activities.
• Serve as administrative support for senior leadership involved in University-VA joint research and academic collaborations.
• Coordinate and process personnel-related activities, including IPA agreements, faculty and staff hiring documentation, onboarding, and other human resource transactions.
• Assist with VA contract budget development, contract administration, and system verification.
• Coordinate divisional events and activities, including research seminars, faculty retreats, recruitment visits, meetings, and travel arrangements.
• Schedule and coordinate internal and external meetings, conference calls, and virtual meetings on behalf of division leadership.
• Manage office facilities by coordinating equipment maintenance, submitting repair requests, and working with building management and outside vendors to maintain a safe and functional work environment.
• Order and maintain office supplies and oversee general office inventory.
• Develop and maintain productive working relationships with building management, vendors, caterers, University departments, VA personnel, and external partners.
• Support employee engagement and workplace culture initiatives by coordinating planning, logistics, and special events.
• Assist with administrative business functions as needed, including accounting support, payroll coordination, purchasing, facilities management, records management, and other back-office operations.
• Perform other duties as assigned in support of the Division’s administrative, research, and operational needs.

Requirements

1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor’s degree = 4 years of directly related work experience).

• Office Administrator, I: Requires a bachelor’s (or equivalency) + 2 years of directly related work experience or a master’s (or equivalency) degree.
• Office Administrator, II: Requires a bachelor’s (or equivalency) + 4 years or a master’s (or equivalency) + 2 years of directly related work experience.
• Office Administrator, III: Requires a bachelor’s (or equivalency) + 6 years or a master’s (or equivalency) + 4 years of directly related work experience.

Skills

• Strong organizational and project coordination skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills.
• Ability to work independently while collaborating effectively with internal and external stakeholders.
• Demonstrated discretion in handling confidential and sensitive personnel information.
• Proficiency with Microsoft Office applications and University administrative systems.
• Ability to build effective working relationships across University and VA organizations while supporting complex interagency collaborations.

Benefits

Learn more about the great benefits of working for 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 they become eligible for retirement (usually the first day of work).

Pay

Pay rate range: $20,431 to $70,151.

Schedule

• Full-time (40 hours per week).
• Shift: Day.