Job Information

University of Utah Administrative Assistant in Salt Lake City, Utah

Open Date 10/27/2021

Requisition Number PRN28158B

Job Title Administrative Assistant

Working Title Administrative Assistant

Job Grade D

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Monday – Friday, 8:00 am – 5:00pm

VP Area Academic Affairs

Department 00161 - College of Education-Dean

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 15.19 to 23.94

Close Date

Open Until Filled Yes

Job Summary

Provides complex administrative support for the Office for Faculty Research Support within the College of Education. Opportunities for future advancement and career growth are a priority in the College of Education and may be available.


Job Functions

1. Provides administrative support to the Office for Faculty Research Support.

2. Responsible for processing and tracking expenditures and payments, ensuring all expenses are within budget constraints and adhere to University, State, and Federal policy and Sponsor guidelines.

3. Utilizes campus systems including eJournal entry, ePAR, ePR, U-shop, P-card reconciliation and Concur for fiscal and compliance management for all projects and grants.

4. Maintains budgets, reconciles all accounts, including reconciliation meetings as applicable, and prepares end-of-month expenditure reports including review in the EORsystem for multiple activities and grants.

5. Prepares and coordinates invoices for each project and grant, including deposits.

6. Prepares and coordinates hiring and payroll setup for faculty and funded students.

7. Assist with new activity and project setup, as needed.

8. Collects, organizes, and analyzes data for specialized reports, as needed.

9. Other duties as assigned.

This position is responsible for solving problems such as payroll or accounts payable issues, communications with OFRS staff, faculty, students, and other University personnel to ensure the timely and accurate management and coordination of projects and grants. This position requires exceptional time management, communication (oral and written), and organizational skills.

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 Conditions

Nearly continuously: office environment

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 degree in business or equivalency (2 years related work experience may be substituted for 1 year of education) 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.


Preference may be given to candidates with:

• University and/or grant and contract experience.

• An understanding of contract and grant accounting principles.

Type Benefited Staff

Special Instructions Summary

Additional Information

The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.

Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action:

Director/ Title IX Coordinator

Office of Equal Opportunity and Affirmative Action ( OEO /AA)

135 Park Building

Salt Lake City, UT 84112


Online reports may be submitted at

For more information:

To inquire about this posting, email: ( or call 801-581-2300.

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

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