University of Utah Program Assistant in Salt Lake City, Utah


Open Date 07/03/2017

Requisition Number PRN14699B

Job Title Program Assistant

Working Title Admissions Assistant

Job Grade C

FLSA Code Nonexempt

Patient Care Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Monday – Friday, 8:00 a.m. – 5:00 p.m.

VP Area Health Sciences

Department 01468 - SOM Admissions

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 12.02 to 17.50

Close Date

NOTE: May close at anytime.

Open Until Filled

NOTE: May close at anytime. Yes

Job Summary

Provides support and assists with the overall administration of programs for the Admissions Office for the School of Medicine. Responsibilities include the ability to interact with medical school applicants, faculty, medical students, pre-medical advisors, and Dean’s Office staff in a professional manner.


•Handles incoming calls and emails from prospective and current applicants, providing accurate information that is within the scope of School of Medicine requirements and releasable data.

•Pre-screens and processes medical school applications according to status; establishes and maintains applicant and other Admissions files, noting appropriate history and processing dates.

•Processes reviewed applications for Committee evaluation, including uploading letters of recommendation, printing secondary forms, etc.

•Confirms scheduled interview dates with applicants.

•Reviews and ranks Standardized Video Interviews (SVI’s).

•Act as back-up for Assessment Day processing and proctoring of applicants for Situational Judgement Testing (SJT).

•Participates in Assessment Day activities including conducting tours, escorting applicants to interviews and evaluations, and setting up events.

•Acts as back-up orientation coordinator for SJT’s and MMI’s (evaluators & applicants).

•Coordinates Multi Media production, design and implementation.

•Creates, implements, and collects data from surveys as requested.

•Oversees and maintains the Office of Admissions website.

•Provides the front office and administrative staff with support as requested (phones, Second Look Day, Assessment Day, tours, workshops etc.).

•Reviews files for post-application evaluations for the Dean of Admissions and ensures feed-back is provided to pre-medical advisors.

•Updates Canvas for the fourth year elective as directed by the course coordinator, including course lectures, assignments, quizzes, and grades.

•Compiles, sorts, and organizes data for entry into a database; distributes program information and conducts program research.

•Transcribes podcasts; creates podcast minute markers and YouTube clips in addition to online modules and videos.

•Reviews rejected research abstracts and makes necessary changes.

•Performs other related duties as assigned.

Problem Solving

Incumbents in this position are expected to be familiar with the department’s policies and procedures and have working knowledge of University and department organizations and procedures in order to answer and assist staff and visitors. Incumbents are also expected to demonstrate sensitivity to others’ needs while being understanding and helpful on the job.

• 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.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking.

Seldom: Bending, reaching overhead.

Minimum Qualifications

Associate’s degree in a related field, or equivalency, plus two years of related experience required; ability to use logic and reasoning to prioritize tasks; computer skills including word processing, spreadsheet software, and/or database software preferred; demonstrated human relation and effective communication skills also required.

Bachelor’s degree in a related field may be preferred.

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


Bachelor’s degree in related field, or equivalency. Ability to use logic and reasoning to prioritize tasks. Proficiency with Microsoft Office Suite and other software applications including PowerPoint, InDesign, Photoshop, Premiere Pro –video, GoAnimate, Vimeo etc.

Type Benefited Staff

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 qualified applicants, upon request and 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”). To be eligible for retirement contributions, you must be hired into a benefit-eligible position. Certain new hires are automatically assigned to the URS retirement plan and other employees with prior URS service, may elect to enroll in the URS within 30 days of hire. Regardless of whether they are hired into a benefit-eligible position or not, 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 for information.

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