Operations and Personnel Administrator

This position is located at 1925 E Spence Eccles Drive, Salt Lake City, UT 84132 and requires at least 24 hours per week onsite. Occasional participation in 7:00 am virtual meetings may be required.

About the Role

The Operations and Personnel Administrator supports the Spencer Fox Eccles School of Medicine (SFESOM) Dean’s Office by providing human resources, legal, and review committee support with minimal supervision, as well as other administrative functions. This role is part of the Administrative Unit and reports to the Director of Administration & Personnel.

Schedule

Full-time, Monday – Friday during business hours.

Pay

$56,000 - $62,000 annually.

Responsibilities

Human Resources Support

• Provides recruitment support by posting jobs, managing applicant workflow, and following up on special handling flags.
• Provides 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/conducting Dean’s Office orientation.
• Prepares and distributes a monthly staff newsletter.
• Updates personnel records and maintains organizational charts.
• Supports annual processes such as performance management, training compliance, and budget preparedness.
• Maintains various SFESOM contact directories (online, listservs, payroll lists, etc.).
• Provides backup support to Payroll Reporters and assists with special human resources projects as assigned.

Legal & Review Committee Support

• Acts as the main point of contact between the SFESOM MD program and the University’s Office of General Counsel for processing affiliation agreement contracts.
• Collaborates with other SFESOM MD program teams to receive, complete, track, and finalize affiliation agreement contracts in a timely manner.
• Maintains finalized affiliation agreement contracts by monitoring expiration and renewal dates.
• Supports the SFESOM MD program Advancement Review Committee (ARC) by scheduling student and faculty subcommittees.
• Prepares and distributes materials, takes minutes, and tracks outcomes for ARC subcommittee meetings.
• Partners with SFESOM Student Affairs, Curriculum leadership, students, and faculty to ensure timely, efficient, and seamless subcommittee meetings.
• Maintains organized files for all legal and review committee activities.

Other Administrative Functions

• Manages the departmental purchasing card, including making purchases and checking the card out to other approved SFESOM individuals.
• Participates in departmental budget meetings.
• Provides one-time or limited support to administrative unit team members on various special projects.
• Oversees general office operations, including office maintenance, ordering supplies, and ensuring smooth daily operations.
• Coordinates office equipment maintenance and initiates facility repair requests with building management or outside vendors.
• Works closely with executives and management on local culture and engagement initiatives, including planning and logistics.
• Acts as the face of the office, developing and maintaining relationships with building management, vendors, caterers, and internal departments.
• Coordinates and schedules internal/external meetings and conference/video calls on behalf of leaders.
• May manage the office budget and conduct contract/price negotiations with vendors.
• May perform additional duties such as accounting support, reception, payroll, facilities, maintenance, supply management, and other back-office functions.

Requirements

This position may be filled at the Office Administrator, IV level, depending on business needs and budget. The following qualifications apply to the advanced-level role:

• Recognized as a subject matter expert and advanced individual contributor professional.
• Conducts highly complex work with extensive latitude for independent judgment and minimal supervision.
• Requires a bachelor’s degree (or equivalency) plus 8 years of directly related work experience, or a master’s degree (or equivalency) plus 6 years of directly related work experience.

Equivalency Statement: One year of higher education may substitute for one year of directly related work experience (e.g., a bachelor’s degree equals 4 years of experience).

Benefits

The University of Utah offers a comprehensive benefits package. Learn more at benefits.utah.edu.

Eligible new hires with prior Utah Retirement Systems (URS) service may enroll in URS if they make the election before becoming eligible for retirement. Contact Human Resources at (801) 581-7447 for details.