University of Utah

Department 00033 - Executive Education Job Summary

The David Eccles School of Business is seeking an exceptional Administrative Program Coordinator to provide high-level support to the Graduate Business Programs. This critical role ensures the smooth operation of office functions, facilitates communication, and supports a wide range of initiatives.

We are looking for a highly organized, detail-oriented, and proactive individual with a passion for supporting others. The ideal candidate thrives in a fast-paced environment, manages competing priorities effectively, and is committed to excellence in administrative operations. This role will be instrumental in enhancing productivity, streamlining processes, and fostering collaboration across teams.

Responsibilities

Administrative Support & Office Operations

• Serve as the primary point of contact for the office, greeting visitors, answering phones, and responding to inquiries.
• Oversee office workflows, including ordering supplies, processing mail, and maintaining a well-organized work environment.
• Navigate university procedures, working closely with departments such as accounts payable, travel, and scheduling.

Meeting, Event & Logistics Coordination

• Plan and coordinate logistics for meetings, events, and special projects, including scheduling, preparing materials, and arranging catering and facilities.
• Manage travel arrangements for staff and program groups, ensuring all logistics are seamless.

Financial & Data Management

• Track and reconcile financial transactions, including processing payments and expense reimbursements.
• Prepare detailed reports on financial data, recruiting metrics, and student outcomes.
• Support budget oversight by maintaining accurate records and assisting with financial reconciliations.

Student, Faculty & Program Support

• Act as a resource for faculty, students, and staff, assisting with administrative and operational needs.
• Support faculty with course materials, scheduling, and student-related inquiries.
• Provide cross-functional support, ensuring efficient program operations.

Cross-Training & Collaboration

• Develop a strong understanding of department functions and cross-train in various administrative areas.
• Serve as a liaison between different stakeholders, facilitating smooth communication and operations.

Note: This job description does not comprehensively list all the required duties, responsibilities, and qualifications. Additional responsibilities may be assigned to support program needs.

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, lifting up to 25 lb.

Minimum Qualifications

Bachelor’s degree in a related field or equivalency (one year of education can be substituted for two years of related work experience), plus one year of directly related 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

• Proven experience in an administrative support role, preferably in an academic or professional setting.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Excellent written and verbal communication skills, with a high level of professionalism and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn new systems quickly.
• Demonstrated ability to work independently, solve problems proactively, and adapt to evolving priorities.
• A polished and professional presence, including business casual or professional attire that aligns with our workplace culture.

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.