Coordinator, Administrative Program

University of Utah, United States

Updated: 2 days ago
Location: Salt Lake City, UTAH
Job Type: FullTime
Deadline: 10 Jul 2024

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Coordinator, Administrative Program
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Announcement
Details


Open Date 04/10/2024
Requisition Number PRN38202B
Job Title Coordinator, Administrative Program
Working Title Administrative 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
VP Area President
Department 01761 - AUXILIARY BUSINESS DEVELOPMENT
Location Campus
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range $50,000 - $55,000
Close Date 07/10/2024
Open Until Filled No
Job Summary
The Auxiliary Business Development office, although small in size, plays a pivotal role in supporting a wide array of initiatives across the University of Utah Campus. We coordinate both large and small-scale events, provide essential assistance for campus-wide programs like Employee Appreciation Day to department-specific efforts like collaborating closely with the Alumni Association to secure sponsorships and offer event support.
Furthermore, our office is entrusted with the management of all University of Utah trademarks, ensuring their proper and sustainable use. We are dedicated to upholding fair labor practices on a global scale while maximizing revenue for the university. Additionally, we are responsible for selling sponsorships, advertising space, and engaging in other corporate partnership activities to benefit the entire campus community. Effective communication is vital in our office as we diligently work to ensure that all departments and sponsors receive the value they expect.
As the Administrative Coordinator, you will play a pivotal role in providing crucial administrative support to the four branches of Auxiliary Business Development. Your responsibilities will encompass overseeing day-to-day bookkeeping, making prior experience in this area a necessity to provide optimal support to the team.
Responsibilities
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.
Job Responsibilities
Expectations:
  • Represent the office in a professional manner to all constituents.
  • Oversees daily office operations.
  • Manages day-to-day purchasing and bookkeeping.


General Office:
  • Spearhead overall office operations, including office opening/closing procedures and ensuring appropriate access for staff and students.
  • Organize, maintain, and ensure the cleanliness of the office space.
  • Handle mail and package distribution.
  • Efficiently respond to phone calls and emails to assist staff and guests.
  • Offer administrative and physical support for office events and programs as required, including but not limited to:
  • Tailgates
  • Licensing, Sponsorship, Student Media, and Marketing Events
  • Pepsi Donations
  • Mascot Program
  • Coordinate usage and maintenance of fleet vehicles, trailers, and golf carts.
  • Facilitate weekly team meetings by generating agendas, leading meetings, taking minutes, and ensuring follow-through on discussed matters.
  • Compile and submit a weekly update to our AVP office as necessary.
  • Works on additional duties as assigned.

Financials:
  • Possess a minimum of two years of financial management and/or bookkeeping experience.
  • Collaborate closely with the Financial Manager to:
  • Manage and allocate all p-cards, ensuring proper documentation and adherence to purchasing policies.
  • Handle day-to-day purchases, invoice payments, and reimbursements.
  • Collect payments, prepare deposits, and provide assistance in preparing financial reports.
  • Undertake additional duties as assigned.

Student Media:
  • Act as the Executive Secretary for the Student Media Council, including responsibilities such as creating agendas for monthly meetings, taking minutes, and scheduling interviews/Council meetings when required.
  • Provide valuable support to the Student Media Advisor in administering scholarships.
  • Coordinate student travel arrangements and diligently submit final travel reports and reimbursements.

We eagerly anticipate your addition to our team and the opportunity to work collaboratively towards achieving our department’s objectives.
Minimum Qualifications
Bachelor’s degree in a related field plus one year directly related experience or equivalency (one year of education can be substituted for two years of related work experience). 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
  • 2+ years of bookkeeping experience. The ideal candidate will have experience in collecting payments, preparing deposits, daily purchasing, and the ability to help prepare financial reports. Prior experience working with QuickBooks and university systems is a plus.
  • 2+ years working in an office environment with experience supporting a busy team. Knowledge and experience with Microsoft Suite, Adobe, Kronos, PeopleSoft, and Concur are a plus.
Type Benefited Staff
Special Instructions Summary
Additional Information
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.
The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.
All qualified individuals are strongly 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 (OEO/AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/
Online reports may be submitted at oeo.utah.edu
https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  • * Do you have a related Bachelor's degree or equivalency? (2 years related work experience may be substituted for 1 year of education)
    • Yes
    • No
  • * Indicate the number of years experience you have in coordinating program activities, developing and implementing program goals, creating financial reports, and/or editing promotional or educational materials:
    • No experience
    • Less than 1 year
    • 1 year or more, but less than 2 years
    • 2 year or more, but less than 4 years
    • 4 years or more

    • Applicant Documents
    Required Documents Optional Documents
  • Resume
  • Cover Letter
  • Addendum to the University of Utah - Veteran Only - Call 801.581.2169 after submission
  • Appropriate discharge document (such as a DD-214 – Member Copy 4) – Veteran Only – Call 801.581.2169

    • University Human Resource Management
    250 East 200 South, Suite 125 Salt Lake City, UT 84111
    Contact us: (801) 581-2169 By Email: [email protected]

     


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