Details **Open Date** 01/17/2025 **Requisition Number** PRN40958B **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** Monday – Friday, between 8am and 6pm. Some evenings and weekends may be required. **VP Area** Academic Affairs **Department** 00790 - Marriott Library - Operations **Location** Campus **City** Salt Lake City, UT **Type of Recruitment** External Posting **Pay Rate Range** $43,000 to $48,000 **Close Date** 02/28/2025 **Priority Review Date (Note - Posting may close at any time)** 01/26/2025 **Job Summary** We are seeking a highly organized and proactive Administrative Coordinator to provide comprehensive support to the Administration Suite, Associate Deans, and the Dean of Libraries. This position plays a key role in maintaining a smooth and efficient operation by managing the Marriott Library Administration Suite front desk, including various office tasks, coordinating meetings, assisting with special projects, and handling communication and logistics. The ideal candidate will be detail-oriented, tech-savvy, and capable of managing multiple priorities in a fast-paced environment. Responsibilities will include daily front desk support, meeting scheduling and maintaining calendars for the Dean of Libraries, and Associate/Assistant Deans, coordinating weekly/monthly meeting agendas, ordering supplies, supervision of office assistant(s), and general administrative duties. The incumbent must use discretion and judgement when scheduling appointments and in screening calls. This position requires excellent organizational, time management and communication skills as well as good judgment about providing a professional environment and managing tight deadlines. Desirable candidate will have demonstrated strong organizational capacity, ability to balance priorities, and ensure follow through with a diverse set of responsibilities. Candidate should have a working knowledge of Outlook, Zoom, Teams, Excel, PowerPoint, and other common office software programs. This position is required to work on campus full-time. Telecommuting will only be authorized for occasional/exceptional circumstances. We seek qualified applicants who bring perspectives and experiences that will enrich and strengthen our organization and enhance our commitment to access and belonging. We welcome applications from candidates of all backgrounds, including those who may not have followed a traditional educational or professional path. The University will not sponsor a work visa for this position. **Responsibilities** + Receive, greet, and assist visitors and other library employees in a professional, warm and friendly manner + Answer telephones, provide assistance, and direct calls to other individuals/department + Provide complex calendar support for the Dean of Libraries and up to four Associate/Assistant Deans, coordinating internal and external meetings and appointments + Organization/Maintenance of Administration Suite common areas and conference rooms + Proficiency in setup of meeting room technology and provide support for event organizers + General administrative support including but not limited to: meeting coordination, gathering agenda items, taking minutes, drafting communications and presentations, document filing and maintenance, coordination with relevant offices within the libraries and across the University + Serve as a backup to the Administrative Manager, being cross-trained on systems and processes to provide seamless support when needed + May assign, direct and review work of support staff + Maintain professionalism and strict confidentiality **Minimum Qualifications** Bachelor’s degree (or equivalency) in a related field plus one year directly related experience or equivalency. 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. **EQUIVALENCY STATEMENT : 1 year of higher education can be substituted for 1 year of directly related work experience. (Example: bachelor’s degree = 4 years of directly related work experience.)** Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description. **Preferences** + Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint) + Experience with meeting coordination and calendar management + Strong communication skills, both written and verbal, with a professional and friendly demeanor + Tech-savvy with experience setting up audio-visual equipment and other meeting technologies + Ability to plan and prioritize work to complete commitments, manage time, and meet deadlines The duties, qualifications, and preferences listed in this posting are intended to give applicants an understanding of the role we are seeking to fill and the types of skills, experience, and education that may have prepared someone to be effective in this role. We do not expect any candidate to be a perfect match for this list or to perform all of the duties with equal proficiency on day one. In your resume and cover letter, please highlight the most relevant qualifications you would bring to this position based on the posting, and tell us how your background, perspective, and experience will help us fulfill our mission and meet our goals. **Type** Benefited Staff **Special Instructions Summary** A **ll applications received by January 26, 2025 will receive full consideration.** This is a local recruitment. Out of area candidates will be responsible for travel costs for final in-person interviews and for moving costs, if selected. The candidate will also need to be available to travel to Utah within 5-7 days of notice. When prompted to do so, please upload three (3) professional references. A cover letter is not required, but you may attach one as an optional document. **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.