Coordinator, Administrative Program

Coordinator, Administrative Program

Open Date  | 08/19/2025
Requisition Number  | PRN42963B
Job Title  | Coordinator, Administrative Program
Working Title  | Coordinator I, OACC
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  | Monday – Friday, business hours. This position is located at 27 S Mario Capecchi Dr. Salt Lake City, UT 84113. Option for hybrid work arrangements may be available.
VP Area  | U of U Health - Academics
Department  | 01474 - SOM OHEDI
Location  | Campus
City  | Salt Lake City, UT
Type of Recruitment  | External Posting
Pay Rate Range  | $42,000 – 44,000/annually
Close Date  | 10/19/2025
Priority Review Date (Note - Posting may close at any time)  |

Job Summary  | The Office of Academic Culture and Community in the Spencer Fox Eccles School of Medicine at the University of Utah is seeking a Program Coordinator who will oversee a variety of programs and activities. We are looking for an enthusiastic and organized person who is interested in the planning and execution of events and activities in service of our mission: to create a welcoming and respectful environment in academic medicine for people from all backgrounds, actively recruit and fully foster the development of a workforce that reflects our communities. The Administrative Program Coordinator will be responsible for coordinating a range of office duties. Coordinating, organizing, and tracking all current and future programming activities for medical and pre-medical students. The Administrative Program Coordinator will lead in creating, developing, and implementing community outreach programs and services to improve and maintain relationships between the office and the community. Our generous University staff benefits package includes but is not limited to: health care and dental plan options, tuition reduction, UTA pass (Bus & FrontRunner), paid holidays, paid leave time, employer and employee paid retirement, and more!

Responsibilities  | Oversees administrative matters regarding the day-to-day operations and procedures of an administrative program. Develops and implements program goals and objectives. Co-lead and/or support medical student programs and pre-med programs. To lead the execution, analysis, planning, and evaluation of community event efforts; build strategic relationships within the community; and conduct a variety of outreach activities. Helps plan and organize events, programs, and community observances throughout the year. Provides support with community and tribal activities including outreach visits, and engagement with partners, which may include travel to regional communities. Monitors program quality and effectiveness, prepares reports and shares findings with team members and the academic community. Coordinate all logistical and scheduling aspects of programs including scheduling appointments, room reservations, catering, ordering supplies for activities, and technology setup. Participating in program meetings, transcribing minutes, responding to phone calls, and email correspondence, including OACC email account. Distribute minutes to OACC staff. Support various administrative tasks essential to efficient operations: purchasing and inventory, process payment requests, travel reimbursements, campus orders, and purchase orders as necessary. Track expenses and ensure all supporting financial documents are accurately completed, including financial reports. Enters information into the FMS financial database in a timely manner. Coordinate and support multiple programs that occur simultaneously and have strict deadlines and being available to make informed, on the spot decisions to ensure activities are executed effectively and efficiently. Provides support with development of marketing efforts and content for outreach communication and OACC newsletter; supporting social media efforts; creating marketing material; and promoting in a timely manner to community and University partners. Coordinate arrangements for visiting faculty or invited speakers including travel, hotel, meeting space, honorariums, and schedule. In coordination with program leadership, prepare, collect, distribute, and summarize surveys and other data to maintain accurate and up to date program records. Provide administrative support to other coordinators, program manager, director, and deans. Manage, order, and ensure supplies for the community lounge are consistently stocked and kept up to date.

DISCLAIMER
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.
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  | Highly effective communication and interpersonal relationship skills. Demonstrated experience in event planning, logistics management, and execution. Experience using software/platforms including Zoom, Canvas, PeopleSoft, Qualtrics, Adobe, Microsoft Suites, Google Workspace, social media (Facebook, Instagram), Drupal for website support. The coordinator must be able to work independently and possess strong communication, coordination, and detail-oriented organizational skills.
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.

Posting Specific Questions

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Applicant Documents

 University Human Resource Management 
 250 East 200 South, Suite 125 Salt Lake City, UT 84111
 Contact us: (801) 581-2169 By Email: employment@utah.edu