Job Details

Administrative Operations Coordinator

Position Number: 6976417
Location: Salt Lake City, UT
Position Type: Other Administrative Positions

Administrative Operations Coordinator

Job Summary

The Utah Clinical & Translational Science Institute (CTSI) is seeking an experienced, highly organized Administrative Operations Coordinator to join our mission-driven team. The CTSI advances health research by providing innovative services, training programs, and collaborative infrastructure to investigators across the University of Utah and beyond. Our institute includes more than 80 staff and over 60 engaged faculty partners working together to accelerate discoveries that improve human health.

The Administrative Operations Coordinator serves as a key member of the CTSI administrative team-often the first point of contact for new employees and a central resource for staff and leadership. This role is ideal for someone who thrives in a collaborative, high-functioning environment, enjoys building efficient processes, and brings both precision and initiative to their work.

Working independently, the Coordinator manages a wide range of operational functions, including HR and payroll processes, event planning and logistics, meeting coordination, procurement support, and office operations. The successful candidate will be detail-oriented, proactive, and committed to providing exceptional customer service across a diverse set of stakeholders. They will play an essential role in supporting the CTSI's culture, streamlining operations, and contributing to continuous process improvement.

This hybrid role includes in-person, on-campus responsibilities to support I-9 verification for new hires, assist with monthly leadership meetings, coordinate events, and provide other hands-on operational support as needed.

Click here to learn more about the CTSI.

Learn more about the fantastic benefits provided to University of Utah Employees including generous retirement contribution, comprehensive medical coverage, tuition reduction, and more.

Responsibilities
Key responsibilities for the CTSI Administrative Operations Coordinator:

Manages HR processes for the CTSI, including job postings, new hire paperwork, I-9 verification, onboarding coordination, and offboarding procedures.
Oversees CTSI-wide payroll-related activities, ensuring timely and accurate processing in collaboration with central HR/payroll offices.
Plans, coordinates, and executes CTSI events, including External Advisory Board Meetings, biannual retreats, staff and faculty engagement activities, and the End-of-Year Celebration.
Organizes leadership-led meetings, including scheduling, preparing agendas, taking and distributing minutes.
Supports operational functions, including procurement, supply management, travel arrangements, and general office operations.
Leads special projects to improve CTSI processes, enhance collaboration, and ensure continuity of operations during personnel transitions.
Provides training and support to staff on administrative systems, tools, and workflows; serves as a resource for CTSI operational best practices.
Maintains confidentiality and handles sensitive information and complex situations with professionalism and discretion.
Fosters a positive CTSI culture by supporting engagement initiatives and serving as an accessible, customer-focused resource for staff and faculty.
Exercises independent judgment in prioritizing tasks, solving operational challenges, and ensuring smooth day-to-day CTSI operations.
Other duties as assigned.

The department may choose to hire at any of the below job levels depending on experience:

Office Administrator, II
Requires moderate skill set and proficiency in discipline. Conducts work assignments of increasing complexity, under moderate supervision with some latitude for independent judgment.Requires a bachelor's (or equivalency) + 4 years or a master's (or equivalency) + 2 years of directly related work experience.This is a Developing-Level position in the General Professional track.Job Code: P22722Grade: P11
Office Administrator, III
Considered highly skilled and proficient in discipline. Conducts complex, important work under minimal supervision and with wide latitude for independent judgment.Requires a bachelor's (or equivalency) + 6 years or a master's (or equivalency) + 4 years of directly related work experience.This is a Career-Level position in the General Professional track.Job Code: P22723Grade: P15

Minimum Qualifications
EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor's degree = 4 years of directly related work experience).
Department may hire employee at one of the following job levels:
Office Administrator, II: Requires a bachelor's (or equivalency) + 4 years or a master's (or equivalency) + 2 years of directly related work experience.
Office Administrator, III: Requires a bachelor's (or equivalency) + 6 years or a master's (or equivalency) + 4 years of directly related work experience.

Preferences
Applicants are strongly encouraged to include a cover letter describing their qualifications in the following areas:

Experience in HR, administrative operations, or office management in a university, research, or healthcare environment.
Experience planning and coordinating meetings or events involving multiple stakeholders.
Demonstrated experience coordinating onboarding/offboarding processes and handling confidential employee information.
Strong organizational, time-management, and project-coordination skills, with the ability to manage multiple deadlines independently.
Excellent interpersonal and communication skills, with a commitment to collaborative, customer-focused service.
Proficiency with Microsoft 365 tools (Outlook, Teams, Word, Excel) and UU administrative systems (Ushop, Concur, PeopleAdmin), and comfort learning new administrative systems.

Special Instructions

Requisition Number: PRN44402B
Full Time or Part Time? Full Time
Work Schedule Summary: Generally 8-5. Some evenings required for events.
Department: 00212 - Ctr Clin & Translational Sc.
Location: Campus
Pay Rate Range: 47915-61715
Close Date: 4/6/2026
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/197322