Details **Open Date** 04/25/2025 **Requisition Number** PRN41734B **Job Title** Program Assistant **Working Title** Program Assistant **Job Grade** C **FLSA Code** Nonexempt **Patient Sensitive Job Code?** No **Standard Hours per Week** 40 **Full Time or Part Time?** Full Time **Shift** Day **Work Schedule Summary** Monday – Friday, 8:00 – 5:00PM. This position is located at 27 S Mario Capecchi Dr. Salt Lake City, UT 84113. This is an onsite position with no option for remote work. **VP Area** U of U Health - Academics **Department** 02045 - SOM Student Affairs **Location** Campus **City** Salt Lake City, UT **Type of Recruitment** External Posting **Pay Rate Range** $18.50 – 19.50/hourly **Close Date** 06/25/2025 **Priority Review Date (Note - Posting may close at any time)** **Job Summary** The**Office of Student Affairs**with the Spencer Fox Eccles School of Medicine ( SOM ) works closely with medical students to ensure they feel supported and successful during their time at the SOM by facilitating the personal and professional development of the students through accessibility, professionalism, collaboration, and inclusivity. This position provides administrative and program support for the Student Affairs unit within SFESOM . Provides direct assistance to the Student Affairs leadership, staff and students. Performs a variety of clerical duties in accordance with specific instructions and established work practices within the office. Our generous**University staff benefits package**includes but is not limited to: health care and dental plan options, tuition reduction, UTA pass (Bus, TRAX , & FrontRunner), paid holidays, paid leave time, employer and employee paid retirement, and more! **Responsibilities** + Acts as the first point of contact for the SFESOM students, faculty, staff and guests; maintains a welcoming and positive environment within the Office of Student Affairs. Including answering incoming calls and emails and assisting in-person visitors. + Provides high-level and proactive administrative support to Student Affairs leadership team including, scheduling appointments, coordinating meetings, registration and travel for conferences, including reimbursement processing, and prepares and distributes meeting agendas and minutes. + Regular 1:1 and team meetings with members of the leadership team. + Maintains Student Affairs office calendar, approves listserv emails, submits IT and building work requests, manages lockers and pagers, issues keys and building access, coordinates equipment setup, etc. + Assists with Student Affairs operational support by making arrangements for general meetings, conferences, retreats and events; schedules conference rooms, arrangements for and sets up equipment. + Coordinator purchase and payment of supplies, services, travel related expenses, orders food for class meetings, transition courses, and general SA events in accordance with health standards and dietary restrictions. + Assist with the planning, coordination, and implementation of various events. Including event set-up and tear down and being available during events to ensure a smooth operation and answer questions as needed. + Works closely with Finance team to track and enter expenses for pre-approval into the financial management system in a timely manner. + Prepares correspondence, including composing routine letters, memos and meeting agendas. + Monitors shared email boxes and responds in a timely manner to student requests. + Establishes and maintains confidential files; uploads materials and presentations to websites and ensure page content is current. + Maintains SA database including uploading and updating student information as needed. + Assists registrar with medical school performance evaluations and visiting student needs as well as provides backup support for the SA coordinators and events as needed. + Maintain a high level of attention to detail quickly. + Other duties as assigned. Disclaimer This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It 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. **Minimum Qualifications** Associate’s degree in a related field, or equivalency (one year of education can be substituted for two years of related work experience), plus two years of related experience required; ability to use logic and reasoning to prioritize tasks; computer skills including word processing, spreadsheet software, and/or database software preferred; demonstrated human relation and effective communication skills also required. Bachelor’s degree in a related field may be preferred. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description. **Preferences** + Strong organization and multitasking skills. + Demonstrated ability to work independently. + Analyze and make decisions related to program content. + Strong coordination and organizational skills required to prioritize conflicting deadlines. **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.