University of Utah Office Assistant in Salt Lake City, Utah


Open Date 06/28/2017

Requisition Number PRN06977N

Job Title Office Assistant

Working Title Office Assistant

Job Grade B

FLSA Code Nonexempt

Patient Care Job Code?

Type Non Benefited Staff / Student

Temporary? No

Standard Hours per Week 20

Full Time or Part Time? Part Time

Shift Day

Work Schedule Summary

1. Availability for one year (spring, summer, fall) is required

2. 19 hours per week, potential for more hours during university breaks

3. Some evening and weekend work may be required

4. Punctual and arrives for work when expected.

Is this a work study job? No

VP Area Academic Affairs

Department 01541 - Office for Global Engagement

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 9.62 to 17.31

Close Date

NOTE: May close at anytime.

Job Summary

The J-1 Program Assistant supports the J-1 Program Coordinator and advising staff, as well as providing front office support, peer advising and basic information to students, scholars, faculty, and staff. The primary role of this position is to assist departments and the campus community with basic answers to questions about the J-1 program that involves scholars, researchers, students, and interns who will be participating in short and long-term program at the University of Utah campus.


1. Assist J-1 Program Coordinator in assigned tasks

2. Process J-1 immigration documents by updating databases, sending emails to departmental contacts, scanning documents to a student or scholar’s profile, and mailing welcome packets to given location.

3. Under the direction of the Sponsored Student Program Coordinator will compile welcome packets with immigration documents, welcome letters and complete mailings for new J-1 Students.

4. Receives, greets and directs visitors to appropriate person or office.

5. Answers telephones, providing assistance and directing customers to the correct person or office.

6. Provide basic immigration information for both F and J visas as a peer advisor to the international community

7. Processes and distributes mail.

8. Creates and maintains files.

9. Schedules appointments and arranges for meetings.

10. Answers questions about the organization and associated activities.

11. Manage J-1 Scholar inbox, as well as theISSSgeneral email accounts

12. Assists with word processing, data entry, internet searches, and some policy research

13. Other reception, clerical, and office duties as assigned

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Minimum Qualifications

High school diploma or equivalency required. One year full-time customer service experience or equivalency, demonstrated human relation and effective communication skills also required.

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



1. Graduate student status preferred; outstanding undergraduates will be considered

2. Excellent communication and interpersonal skills

3. Excellent organizational skills and attention to detail

4. Ability to work with frequent interruptions.

5. Experience working with diverse and/or international populations

6. Interest in government policy and regulations

7. Interest in the profession of international education exchange or related professions

8. Be able to take initiative and work independently

9. Be a competent user of computers and the internet

10. Show passion for international student issues

11. Ability to speak one or more languages in addition to English preferred.

12. Strong professional writing skills


1. Availability for one year (spring, summer, fall) is required

2. 19 hours per week, potential for more hours during university breaks

3. Some evening and weekend work may be required

4. Punctual and arrives for work when expected.

Special Instructions Summary

Additional Information

The University of Utah is an Affirmative Action/Equal Opportunity employer and is committed to diversity in its workforce. In compliance with applicable federal and state laws, University of Utah policy of equal employment opportunity prohibits discrimination on the basis of race or ethnicity, religion, color, national origin, sex, age, sexual orientation, gender identity/expression, veteran’s status, status as a qualified person with a disability, or genetic information. Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities, and protected veterans are strongly encouraged to apply. Veterans’ preference is extended to applicants, consistent with University policy and Utah state law. To inquire about this posting, email: or call 801-581-2300. Reasonable accommodations in the application process will be provided to qualified individuals with disabilities. To request an accommodation or for further information about University AA/EO policies, please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/ TDD ), email: .

The University is a participating employer with Utah Retirement Systems (“URS”). Individuals who previously retired and are receiving monthly retirement benefits from URS must notify the Benefits Department upon hire. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or the University’s Benefits Department at (801) 581-7447.

This position may require the successful completion of a criminal background check and/or drug screen.