Administrative Officer

University of Utah - Salt Lake City, UT (30+ days ago)4.2

Handles administrative matters relating to the total functioning of two senior principal investigators who also serve as a members of HCI Director’s Cabinet, and associated programs. Must be able to manage multiple competing interests and priorities with strict discretion and finesse. Strong verbal and written communication skills are quintessential with both internal stakeholders and the community at large. In addition, strong self-motivation, task prioritization, and a solution-oriented approach with a positive attitude are vital assets for this position.
Huntsman Cancer Institute is part of the University of Utah Health Care system. It is a National (NCI)-Designated Comprehensive Cancer Center comprised of a broad base of scientific expertise which is rapidly growing. HCI’s mission is to understand cancer from its beginnings, to use that knowledge in the creation and improvement of cancer treatments, to relieve the suffering of cancer patients, and to provide education about cancer risk, prevention, and care.

Essential Functions
1. Handle the administrative matters regarding day-to-day operations and procedures of a University department, including but not limited to, serving as a liaison between the HCI CEO and Director and leadership of HCI’s Director’s Cabinet, Institute faculty and staff, and external programs and colleagues
2. Provide grant management support, including working knowledge of pre-award budget and proposal development and post-award oversight
3. Collect financial and other information as needed from Institute faculty and staff in order to support the efforts of the Directors
4. Manage Director’s calendars
5. Coordinate travel for Directors
6. Organize conferences and other meetings, including taking minutes for official records
7. Draft correspondence and other documents for Directors
8. Maintain excellent records of meetings, memberships, biosketches, and all other documentation for the Directors
9. Assist with and coordinate special projects, including support faculty recruitment efforts, department retreats, seminar series and symposia
10. Assist with editing and publication submission process
11. Serve as the program manager for the Nuclear Control and Experimental Therapeutics programs
12. Financial review and approval of lab purchases using the University of Utah’s procurement system, UShop
13. Other administrative duties as assigned
Problem Solving
There exists a very broad authority in the decision-making process regarding procedural decisions in record maintenance, the application of appropriate accounting classifications, approving expenditures and/or the commitment of unit resources. Non-routine problems may be handled independently but it is expected that such actions will be coordinated with the appropriate officials. Disciplinary actions generally require coordination with the Department Chair or other administrator.
Problems encountered in this position may involve the interpretation and application of university policy, federal and state regulations affecting the use of available funds, reconciling varied and complex financial data and assuring the orderly flow of information into the university’s automated systems.
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
Bachelor’s degree in Business, Finance, or a related field, or equivalency (2 years related work experience may be substituted for 1 year of education). Three years experience that includes specific involvement in maintaining complex financial records, developing and monitoring departmental budgets and preparing related reports; and demonstrated organizational, human relation and effective communication skills.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Bachelor’s degree in Business, Finance, Communication, or a related field, or equivalency; three years’ experience that includes specific involvement in maintaining complex financial records, developing and monitoring departmental budgets, and preparing related reports; demonstrates effective organizational, human relation, and communication skills.

Benefited Staff

Special Instructions Summary