University of Utah Coordinator, Academic in Salt Lake City, Utah
Open Date 05/19/2023
Requisition Number PRN35088B
Job Title Coordinator, Academic
Working Title Coordinator, Academic
Job Grade C
FLSA Code Nonexempt
Patient Sensitive Job Code? No
Standard Hours per Week 40
Full Time or Part Time? Full Time
Work Schedule Summary
Monday – Friday business hours.
VP Area Academic Affairs
Department 00096 - College of Law - Dean
City Salt Lake City, UT
Type of Recruitment External Posting
Pay Rate Range 14.42 - 16.82
Open Until Filled Yes
Oversees and coordinates a variety of departmental academic and student programs, which may include budgeting and/or complex program or record keeping responsibilities under the direction of a department chair, or administrator.
1. Initiates and follows through on the entire process associated with specific academic and student programs.
2. Completes curriculum vitae by handling extensive correspondence, accumulating information for ad hoc committee meetings, and forwarding completed files by designated deadlines.
3. Conveys course information to students; assists students selecting appropriate classes; may review student records for graduation requirement approval.
4. Sends out, retrieves, and compiles evaluations on students and faculty members, both monthly and annually.
5. Interfaces with faculty and students including communication, setting up interviews, arranging faculty contacts, and managing all incoming supporting documents.
6. Makes up schedules for conferences, exams, classes, group assignments, faculty, and departmental meetings, etc.
7. Prepares records and maintains files on all activities relating to student and academic programs; provides faculty folders with appropriate letters, minutes and forms as needed.
8. Acts as liaison with faculty, administrators, students, and committees on procedural matters relating to these programs and resolves problems within the realm of applied authority.
9. Makes arrangements for hotels, meeting space, reservations, honorariums, advertisements, and prepares schedules for faculty, visiting professors and other dignitaries.
10. Records and monitors all expenditures, reconciles account(s), estimates future needs requirements for departmental budget; issues instructor contracts to maintain an accurate budget profile and ensure appropriate reimbursement for salaries.
11. Performs clerical support, as needed, including scheduling appointments, participating in faculty and departmental meetings, transcribing minutes, responding to phone calls, and typing correspondence, lectures, and manuscripts.
12. Distributes rolls, distributes, and collects grade sheets and instructor evaluations, coordinates with departments pertaining to off-site registration, etc.
13. Plans social events, distributes itineraries and coordinates catered events.
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.
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.
Four years of administrative and/or secretarial experience, preferably in an academic setting, or equivalency (one year of education can be substituted for two years of related work experience); the ability to work independently and pay close attention to detail; demonstrated human relations, communication and organizational skills; and a commitment to provide excellent customer service required. Accounting skills may also be required by some departments.
Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.
- Strong attention to detail.
- Ability to provide excellent customer service experience.
- Demonstrate effective communication skills and proficient with Word and Excel.
- Experience in an administrative position
- Open to learning new skills.
- Experience with university systems (Canvas, Concur)
Type Benefited Staff
Special Instructions Summary
This is not a telecommuting position. However, there could be options to telecommute on occasion.
The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.
Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are 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:
Director/ Title IX Coordinator
Office of Equal Opportunity and Affirmative Action ( OEO /AA)
383 University Street, Level 1 OEO Suite
Salt Lake City, UT 84112
Online reports may be submitted at oeo.utah.edu
For more information: https://www.utah.edu/nondiscrimination/
To inquire about this posting, email: firstname.lastname@example.org (%email@example.com) or call 801-581-2300.
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.
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.