Administrative Coordinator

• 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.

ResponsibilitiesReceive, 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 confidentialityMinimum 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 deadlinesThe 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.

Special Instructions All 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.

Requisition Number: PRN40958B Full Time or Part Time? Full Time Work Schedule Summary: Monday - Friday, between 8am and 6pm.Some evenings and weekends may be required. Department: 00790 - Marriott Library - Operations Location: Campus Pay Rate Range: $43,000 to $48,000 Close Date: 2/28/2025 Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/177659