University of Utah Administrative Program Coordinator in Salt Lake City, Utah

Details

Open Date 06/14/2018

Requisition Number PRN17517B

Job Title Coordinator, Administrative Program

Working Title Administrative Program Coordinator

Job Grade D

FLSA Code Administrative

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Typically Monday – Friday, 8 a.m. – 5 p.m. Additionally, 6 – 7 Saturdays each year for home football games and as needed for other events and travel.

VP Area President

Department 01761 - AUXILIARY BUSINESS DEVELOPMENT

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $31,600 to $40,000 DOE

Close Date 09/14/2018

Open Until Filled No

Job Summary

This position is one with many dimensions and requires a person who is flexible, accommodating and willing to help with any task that arises. While rooted in office management and executive assistance, the position expands to include event management, finance and clerical work, community/campus outreach and a number of inner-campus activities.

The ideal candidate is an ambitious person with a keen perception of what needs to be done, how it can be done best, and organizing a plan to accomplish it. The Auxiliary Business Development (ABD) Office is a dynamic and active place where no task is beneath any member of the team. This position is no exception and frequently leads the team in carrying out events and activities. Confidence, organization and sound management skills are qualities important to this role, as is a commitment to customer service and teamwork.

As the marketing, communication and business development arm of Auxiliary Services –an expansive scope of work– it is important to note that many of ABD’s duties and responsibilities do not fall within the hours of a standard workday. After-hours work is occasionally required, primarily throughout football season where attendance and hosting is required at all home games. Some travel may apply other times of the year.

Responsibilities

This position requires independent coordination and sound decision-making for all aspects of the department’s operations. Departmental outcomes often impact the University as a whole, so attention to internal and external constituencies is crucial. Problems arising from these efforts should be addressed by the incumbent who will refer to the manager to resolve issues of program policies and procedures.

1.Provides administrative support to upper level department management by scheduling appointments, coordinating meetings and conferences and maintaining and ordering office supplies.

2.Oversees daily office operations and coordinates special events and activities.

3.Assists with copywriting, editing and proofing written materials; helps manage department correspondence.

4.Advises and assists staff on university policies, procedures and related technical issues.

5.Monitors and approves department expenditures, executes payments and ensures budget parameters are maintained.

6.Prepares reports, financial statements and records regarding department’s financial status.

7.Writes and edits program-related publications and promotional or educational materials.

8.Oversees intern and student worker payments, textbook/stipend purchases, etc.

9.Helps oversee and manage Pepsi Ambassador Program and associated functions.

10.Monitors the quality and effectiveness of office operations, campus and community relations, and continually seeks improvement methods.

11. Assists with sponsorship activities and other programs and initiatives.

12.Oversees the Pepsi product donation and cooler rental distribution across campus.

13.Plans and executes special events and tailgates at all home football games and assists with otherABDevents, both on and off campus.

14.Coordinates the campus and community donation request program.

15.Staffs office reception area, welcomes and directs guests and ensures that shared office areas are presentable and organized.

16.Exercises prudent financial controls according to current policies and procedures, ensuring that the unit operates within budget guidelines and other constraints.

DISCLAIMER

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

Bachelor’s degree in a related field plus one year directly related experience or equivalency required. Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.

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

Preferences

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: employment@utah.edu 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: oeo@umail.utah.edu .

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.