University of Utah
Coordinator, Administrative Program
🇺🇸 Hybrid - Salt Lake City, UT
🕑 Full-Time
💰 $48K - $51K
💻 Other
🗓️ July 4th, 2025
Edtech.com's Summary
University of Utah is hiring a Coordinator, Administrative Program. This role, titled Workforce Operations Coordinator, involves managing student employment processes including recruitment, onboarding, and retention, while supporting broader HR activities such as staff and faculty recruitment, payroll reporting, and compliance tasks within the Marriott Library HR team.
Highlights
- Manage all activities related to student employment including recruitment, onboarding, and retention.
- Assist with recruitment processes for benefited staff and faculty positions.
- Serve as primary payroll reporter, reviewing timesheets and maintaining payroll records.
- Collaborate on special HR projects including data analysis and procedure improvements.
- Maintain confidentiality and exercise sound judgment in handling sensitive employee information.
- Strong communication and problem-solving skills required for interacting with diverse audiences.
- Use university employee portals and systems for onboarding and employment management.
- Bachelor’s degree or equivalent combination of education and experience required, plus one year of related experience.
- Preferred experience includes working with university students, human resources, or higher education; HR certifications (SHRM or HRCI) are a plus.
- Annual salary range: $48,000 to $51,000; full-time, Monday-Friday day shift position.
Coordinator, Administrative Program Full Description
Coordinator, Administrative Program
Please see Special Instructions for more details.
All applications received by July 16, 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 Salt Lake City within 5-7 days of notice for final in-person interviews.
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.
A cover letter is not required, but you may attach one as an optional document.
Announcement
Details
Open Date | 07/07/2025
Requisition Number | PRN42391B
Job Title | Coordinator, Administrative Program
Working Title | Workforce Operations Coordinator
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, between 8am and 5pm
VP Area | Academic Affairs
Department | 00790 - Marriott Library - Operations
Location | Campus
City | Salt Lake City, UT
Type of Recruitment | External Posting
Pay Rate Range | $48,000 to $51,000
Close Date | 08/22/2025
Priority Review Date (Note - Posting may close at any time) | 07/16/2025
Job Summary | At the J. Willard Marriott Library, our mission is to inspire the creation, discovery, and use of knowledge for Utah and the world. We are the flagship academic library for the Utah State System of Higher Education and located in the heart of the University of Utah campus.
We are seeking someone who is highly organized, detail oriented, and has excellent communication skills to join the Library HR Team. We serve approximately 40 faculty, 120 staff, and 100 student employees. If you are interested in HR, student affairs, higher education administration, libraries/museums, and/or nonprofit management as a career, this may be a great opportunity to enter or develop in any of those fields. In this role you would get broad exposure to the administrative functioning of a complex academic unit. As the Workforce Operations Coordinator, you will be responsible for all activities related to student employment, including recruitment, onboarding, and retention. You will be the first point of contact for our student employees. As such, it is important for you to build a good rapport with our students, help them feel welcomed as employees of the library, and communicate our commitment to their success as employees of the library and students at the university.
As a member of the Library HR team, you will assist in other responsibilities, including the recruitment of benefited staff and faculty, onboarding new employees, serving as the primary payroll reporter, and collaborating on special projects such as data collection/analysis and revamping procedures.
To be successful in this position, you will need to carry out these responsibilities in a well-structured manner paying attention to small, but important details. In addition, you will need to demonstrate the ability to communicate clearly and effectively with different audiences and problem-solve complicated situations as they arise. This position requires someone who can handle sensitive matters with sound judgment, tact, and diplomacy; you will be expected to maintain confidentiality with private information such as student records, employee pay details, and other personnel issues.
This position is currently designed as a hybrid of on-campus and remote work. Specific telecommuting arrangements will be based on the needs of the position and authorized at the discretion of the supervisor.
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.
Responsibilities | Responsible for activities related to student employment, including recruitment, onboarding, and retention. Recruitment responsibilities including posting open student positions, advertising open positions, communicating with applicants, assisting hiring managers in the recruitment process, preparing offer letters, and initiating criminal background checks. Onboarding responsibilities include completing new hire paperwork (Form I9) with students, discussing student employment policies, demonstrating how to navigate the university’s employee portal, granting the student access to the building and library systems, and leading the students through a library orientation. Retention responsibilities include partnering with managers to ensure students have completed compliance training, are prepared for promotion, and assistant managers with training and performance coaching, when appropriate.
Assist the Library HR team with recruitment related activities for benefited staff and faculty positions. These responsibilities include posting and advertising staff and faculty positions, communicating with applicants, scheduling interviews, assisting with interview travel, and communicating interview details to library employees.
Serve as the primary payroll reporter for the Marriott Library. Payroll responsibilities include reviewing and signing off on employee timecards each pay period (24 times per year), training employees how to properly record their work hours and leave, training managers how to review/edit/approve their direct reports’ timecards, prepare and submit payroll paperwork, and maintain payroll records. Serve as the liaison between the Marriott Library and University Payroll.
Assist the Library HR team with compliance and other HR-related tasks. Responsibilities include maintaining current employee records, running compliance reports regularly, reviewing employee information periodically to ensure accuracy, and maintaining the Library HR staff intranet.
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 | Experience working with university students, working in human resources, or working in higher education. HR certification from Society of Human Resource Managers (SHRM) or Human Resources Certification Institute (HRCI).
The 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.
Type | Benefited Staff
Special Instructions Summary | All applications received by July 16, 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 Salt Lake City within 5-7 days of notice for final in-person interviews.
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.
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.
Requisition Number | PRN42391B
Job Title | Coordinator, Administrative Program
Working Title | Workforce Operations Coordinator
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, between 8am and 5pm
VP Area | Academic Affairs
Department | 00790 - Marriott Library - Operations
Location | Campus
City | Salt Lake City, UT
Type of Recruitment | External Posting
Pay Rate Range | $48,000 to $51,000
Close Date | 08/22/2025
Priority Review Date (Note - Posting may close at any time) | 07/16/2025
Job Summary | At the J. Willard Marriott Library, our mission is to inspire the creation, discovery, and use of knowledge for Utah and the world. We are the flagship academic library for the Utah State System of Higher Education and located in the heart of the University of Utah campus.
We are seeking someone who is highly organized, detail oriented, and has excellent communication skills to join the Library HR Team. We serve approximately 40 faculty, 120 staff, and 100 student employees. If you are interested in HR, student affairs, higher education administration, libraries/museums, and/or nonprofit management as a career, this may be a great opportunity to enter or develop in any of those fields. In this role you would get broad exposure to the administrative functioning of a complex academic unit. As the Workforce Operations Coordinator, you will be responsible for all activities related to student employment, including recruitment, onboarding, and retention. You will be the first point of contact for our student employees. As such, it is important for you to build a good rapport with our students, help them feel welcomed as employees of the library, and communicate our commitment to their success as employees of the library and students at the university.
As a member of the Library HR team, you will assist in other responsibilities, including the recruitment of benefited staff and faculty, onboarding new employees, serving as the primary payroll reporter, and collaborating on special projects such as data collection/analysis and revamping procedures.
To be successful in this position, you will need to carry out these responsibilities in a well-structured manner paying attention to small, but important details. In addition, you will need to demonstrate the ability to communicate clearly and effectively with different audiences and problem-solve complicated situations as they arise. This position requires someone who can handle sensitive matters with sound judgment, tact, and diplomacy; you will be expected to maintain confidentiality with private information such as student records, employee pay details, and other personnel issues.
This position is currently designed as a hybrid of on-campus and remote work. Specific telecommuting arrangements will be based on the needs of the position and authorized at the discretion of the supervisor.
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.
Responsibilities | Responsible for activities related to student employment, including recruitment, onboarding, and retention. Recruitment responsibilities including posting open student positions, advertising open positions, communicating with applicants, assisting hiring managers in the recruitment process, preparing offer letters, and initiating criminal background checks. Onboarding responsibilities include completing new hire paperwork (Form I9) with students, discussing student employment policies, demonstrating how to navigate the university’s employee portal, granting the student access to the building and library systems, and leading the students through a library orientation. Retention responsibilities include partnering with managers to ensure students have completed compliance training, are prepared for promotion, and assistant managers with training and performance coaching, when appropriate.
Assist the Library HR team with recruitment related activities for benefited staff and faculty positions. These responsibilities include posting and advertising staff and faculty positions, communicating with applicants, scheduling interviews, assisting with interview travel, and communicating interview details to library employees.
Serve as the primary payroll reporter for the Marriott Library. Payroll responsibilities include reviewing and signing off on employee timecards each pay period (24 times per year), training employees how to properly record their work hours and leave, training managers how to review/edit/approve their direct reports’ timecards, prepare and submit payroll paperwork, and maintain payroll records. Serve as the liaison between the Marriott Library and University Payroll.
Assist the Library HR team with compliance and other HR-related tasks. Responsibilities include maintaining current employee records, running compliance reports regularly, reviewing employee information periodically to ensure accuracy, and maintaining the Library HR staff intranet.
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 | Experience working with university students, working in human resources, or working in higher education. HR certification from Society of Human Resource Managers (SHRM) or Human Resources Certification Institute (HRCI).
The 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.
Type | Benefited Staff
Special Instructions Summary | All applications received by July 16, 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 Salt Lake City within 5-7 days of notice for final in-person interviews.
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.
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
Required fields are indicated with an asterisk (*).
- * Do you have a bachelor's degree or equivalency (one year of education can be substituted for two years of related work experience)?
- Yes
- No
- * How many years of directly related work experience do you have?
- Less than 1 year
- 1 year or more, but less than 2 years
- 2 years or more, but less than 5 years
- 5 years or more, but less than 8 years
- 8 years or more
- * In lieu of a formal cover letter, please answer the following question: What are the major strengths you would bring to this role and to our organization? Please describe your skills, knowledge, and perspective from prior experiences that would prepare you for working in the library.
(Open Ended Question) - * Are you legally authorized to work in the United States?
- Yes
- No
- * Will you now or in the future require sponsorship for employment visa status (e.g., H-1B status)?
- Yes
- No
Applicant Documents
Required Documents
- Resume
- List of References
Optional Documents
- Cover Letter
- Historical Only – Do Not Use – See Document Description for More Information – Addendum to the University of Utah – Veteran Only
- Historical Only – Do Not Use – See Description for More Information – Appropriate discharge document (such as DD-2214) – Veteran Only
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
250 East 200 South, Suite 125 Salt Lake City, UT 84111
Contact us: (801) 581-2169 By Email: employment@utah.edu
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