University of Utah
Administrative Coordinator
University of Utah, Salt Lake City, Utah, United States, 84193
Details
Open Date
10/14/2024
Requisition Number
PRN40068B
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
8am – 4pm, Monday through Friday
VP Area
Academic Affairs
Department
00091 - World Languages and Cultures
Location
Campus
City
Salt Lake City, UT
Type of Recruitment
External Posting
Pay Rate Range
$44,000 - $46,000
Close Date
Priority Review Date
Job Summary
The role of the Administrative Coordinator is to support the World Languages and Cultures department by promoting its programs via organizing overall marketing efforts; supporting the language sections by proctoring and coordinating language placement tests and scores; managing the University club programs and administering and monitoring budgets with the clubs, WLC , and ASUU ; administering and monitoring all room schedules and access; and overseeing the office assistants and the front desk within the WLC office.
Responsibilities
Front Desk and Office Assistants
-
oversees directly the work of the front desk staff on a daily basis, including training (dept. policies/procedures, customer service, phone/email etiquette, equipment training, etc), delegating tasks, establishing their schedules and keeping track of when they are out sick and contacting shift replacements.
Marketing Coordination
-
monitors and edits department website; manages social media and content creation/coordination; coordinates and creates department newsletter; coordinates creation of annual promotional slogans and designs; attends University wide events to promote department programs and offerings; implements and oversees marketing campaigns for new majors to include everything from print and online to social media and paid promotions.
Proctoring and Coordinating Language Placement tests and scores
-
Proctors daily language placements tests; maintains detailed records of students, test scores, and fee payments; converts test scores to dept. language course offerings and logs appropriately.
Club Program Administration -
liaises directly with department sponsored student organizations and ASUU ; manages material purchases with approved funding from ASUU via departmental funds; creates timelines and tutorials regarding deadlines and processes to register and request funding; delivers complete FAQs for all student club leaders; organizes bi-annual multi-club events to highlight the activity of each student org.
Coordinate and Monitor Room Schedules -
handles all scheduling requests for 6 meeting rooms through google forms and Trumba; manages all rooms schedules and troubleshoots as necessary; oversees access to rooms for each reservations.
Additional Duties -
assists Advisors with crafting responses to shared inbox regarding program policies, goals and technical issues; collects and places orders for catering, etc; sets room for training events, job talks, faculty retreats, and guest speakers.
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
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.
Open Date
10/14/2024
Requisition Number
PRN40068B
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
8am – 4pm, Monday through Friday
VP Area
Academic Affairs
Department
00091 - World Languages and Cultures
Location
Campus
City
Salt Lake City, UT
Type of Recruitment
External Posting
Pay Rate Range
$44,000 - $46,000
Close Date
Priority Review Date
Job Summary
The role of the Administrative Coordinator is to support the World Languages and Cultures department by promoting its programs via organizing overall marketing efforts; supporting the language sections by proctoring and coordinating language placement tests and scores; managing the University club programs and administering and monitoring budgets with the clubs, WLC , and ASUU ; administering and monitoring all room schedules and access; and overseeing the office assistants and the front desk within the WLC office.
Responsibilities
Front Desk and Office Assistants
-
oversees directly the work of the front desk staff on a daily basis, including training (dept. policies/procedures, customer service, phone/email etiquette, equipment training, etc), delegating tasks, establishing their schedules and keeping track of when they are out sick and contacting shift replacements.
Marketing Coordination
-
monitors and edits department website; manages social media and content creation/coordination; coordinates and creates department newsletter; coordinates creation of annual promotional slogans and designs; attends University wide events to promote department programs and offerings; implements and oversees marketing campaigns for new majors to include everything from print and online to social media and paid promotions.
Proctoring and Coordinating Language Placement tests and scores
-
Proctors daily language placements tests; maintains detailed records of students, test scores, and fee payments; converts test scores to dept. language course offerings and logs appropriately.
Club Program Administration -
liaises directly with department sponsored student organizations and ASUU ; manages material purchases with approved funding from ASUU via departmental funds; creates timelines and tutorials regarding deadlines and processes to register and request funding; delivers complete FAQs for all student club leaders; organizes bi-annual multi-club events to highlight the activity of each student org.
Coordinate and Monitor Room Schedules -
handles all scheduling requests for 6 meeting rooms through google forms and Trumba; manages all rooms schedules and troubleshoots as necessary; oversees access to rooms for each reservations.
Additional Duties -
assists Advisors with crafting responses to shared inbox regarding program policies, goals and technical issues; collects and places orders for catering, etc; sets room for training events, job talks, faculty retreats, and guest speakers.
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
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.