Operations and Personnel Administrator

The Spencer Fox Eccles School of Medicine (SFESOM) at the University of Utah combines excellence in teaching, research, and clinical expertise to train tomorrow's physicians for the rapidly changing world of medicine. The Mission-Driven Medical Degree (MD) Program in the SFESOM Dean's Office emphasizes community, relationships, and collaboration.

About the Role

The Operations and Personnel Administrator supports the SFESOM Dean's Office by providing human resources, legal, and review committee support with minimum supervision, as well as other various administrative functions. This position is a team member of the Administrative Unit and reports to the Director of Administration & Personnel.

Responsibilities

• Oversee general office operations, including office maintenance, ordering office supplies, and ensuring smooth daily operations.
• Coordinate office equipment maintenance and initiate facility repair requests with building management and/or outside vendors.
• Work closely with executives and management on coordination of local culture and engagement initiatives, including planning and logistics.
• Act as the face of the office and develop and maintain relationships with building management services, vendors, caterers, and various internal departments.
• Coordinate and schedule internal/external meetings, and conference/video calls on behalf of leaders.
• Manage office budget and conduct contract/price negotiations with vendors.
• Perform other duties including accounting support, reception, payroll, facilities, maintenance, supply management, and various back office functions.

Human Resources Support

• Provide recruitment support by posting jobs, managing applicant workflow, and following up on special handling flags.
• Provide onboarding support by preparing offer letters, processing pre-hire checks (hiring proposal, background check, drug screening, references), gathering personal information, completing Form I-9, and scheduling and conducting Dean's Office orientation.
• Prepare and distribute monthly staff newsletter.
• Update personnel records and maintain organizational charts.
• Support annual processes (performance management, training compliance, budget preparedness, etc.).
• Maintain various SFESOM contact directories (online, listservs, payroll lists, etc.).
• Provide back-up support to Payroll Reporters and assist with special human resources projects as assigned.

Legal & Review Committee Support

• Act as the main point of contact between SFESOM MD program and the University's Office of General Counsel in processing affiliation agreement contracts.
• Collaborate with other SFESOM MD program teams to receive, complete, track, and finalize affiliation agreement contracts in a timely and effective manner.
• Maintain finalized affiliation agreement contracts by monitoring expiration and renewal dates.
• Support the SFESOM MD program Advancement Review Committee (ARC) by scheduling student and faculty subcommittees.
• Prepare and distribute materials, take minutes, and track outcomes for ARC subcommittee meetings.
• Partner closely with SFESOM Student Affairs and SFESOM Curriculum leadership, students, and faculty to ensure timely, efficient, and seamless subcommittee meetings.
• Maintain organized files.

Other Administrative Functions

• Manage departmental purchasing card, including making purchases and checking the card out to other approved SFESOM individuals.
• Participate in departmental budget meetings.
• Provide one-time or limited support to administrative unit team members on various special projects.

Requirements

• Recognized as a subject matter expert and advanced individual contributor professional.
• Conducts highly complex work, unsupervised, with extensive latitude for independent judgment.
• Requires a bachelor's degree (or equivalency) plus 8 years, or a master's degree (or equivalency) plus 6 years of directly related work experience.
• 1 year of higher education can be substituted for 1 year of directly related work experience (e.g., bachelor's degree = 4 years of directly related work experience).

Benefits

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

Pay

$56,000-$62,000 annually.

Schedule

• Full-time, Monday – Friday, business hours.
• This position requires at least 24 hours/week presence onsite and is located at 1925 E Spence Eccles Drive, Salt Lake City, UT 84132.
• May occasionally require 7:00 am virtual meeting participation.