Job Details

Administrative Assistant

Position Number: 6378231
Location: Salt Lake City, UT
Position Type: Secretary and Administrative Assistants

Administrative Assistant

Job Summary

The Department of Biochemistry and the University of Utah is seeking a highly organized and proactive office administrator. Interested candidates must be able to manage multiple competing interests and priorities and serve as the primary point of contact for the office, greeting visitors, answering phones, and responding to inquiries. Strong verbal and written communication skills are quintessential to internal stakeholders (faculty members and staff). In addition, strong self-motivation, task prioritization, superb organizational skills, and a solution-oriented approach with a positive attitude are vital assets for this position.

Responsibilities
Applicants must demonstrate the ability to perform essential functions of the job as follows:
Administrative Support and Office Operations

Maintains exceptional level of professionalism and discretion in managing complex issues and interactions.
Resolves a variety of complex administrative problems for the institution leadership, faculty, staff, students, and the public entities.
Manages schedules and organizes multiple Microsoft Outlook calendars
Arranges travel, including transportation and accommodations, for faculty and lab staff and students.
Oversee office workflows, including ordering supplies, processing mail, and maintaining a well-organized and clean work environment.
Navigate university and department policies and procedures.
Act as a resource for faculty, students, and staff, assisting with administrative and operational needs.
Prepares and maintains office Standard Operating Procedure documents, files, and other pertinent information related to office administration.
Daily responsibilities:
Conference room reservations
Order, issue and maintain office and lab keys
Grant and remove building access
Restock and order office supplies
Submit building maintenance requests
Distribute mail
Post weekly conference room calendars
Update Biochemistry Human Resource system
Greet visitors and answer phones
Emergency Radio call-in on Fridays
Monthly Birthday Boards
Maintain Standard Operating Procedure files
Answering emails
Maintain bulletin board flyers around the building

Cross-Training and Collaboration

Works closely with the Office Administrator and provides cross-functional support with the Business Analyst and Purchasing Program Manager, ensuring efficient program operations.
Develop a strong understanding of department functions and cross-train in various administrative areas.
Serve as a liaison between different stakeholders, facilitating smooth communication and operations.

Business Systems Analyst Collaboration

Website content updates using Drupal and Squarespace Content Management Systems (experience a plus but not required)
Possible image processing using Adobe Lightroom (experience a plus but not required).

Purchasing Program Manager Collaboration

Review invoices for accuracy and upload to procurement system.
Assist with reallocation of credit card purchases.

Note: This job description does not comprehensively list all the required duties, responsibilities, and qualifications. Additional responsibilities may be assigned to support program needs.Work Environment and Level of Frequency typically requiredLocation: This position is full time in person.Nearly 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, lifting up to 25 lbs.

Minimum Qualifications
Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

Proven experience in an administrative support role, preferably in academic or professional setting.
Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
Excellent written and verbal communication skills, with a high level of professionalism and attention to detail.
Proficiency in Mac and PC computers, Microsoft Office Suite (Word, Excel, Outlook), Teams/Zoom, and ability to learn new systems quickly.
Preference will be given to those who have proficiency with University of Utah systems, including Concur Travel and uShop.
Demonstrated ability to work independently, solve problems proactively, and adapt to evolving priorities.
A polished and professional presence that aligns with our workplace culture.

Special Instructions

Requisition Number: PRN42463B
Full Time or Part Time? Full Time
Work Schedule Summary: Monday - Friday. 8 AM - 4:30 PM.
Department: 01502 - Department of Biochemistry
Location: Campus
Pay Rate Range: 15.19 to 26.73
Close Date: 10/11/2025
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/185476