Job Details

Manager, Administrative

Apply for this job

Position Number: 6915638
Location: Salt Lake City, UT
Position Type: Other Administrative Positions

Manager, Administrative

Job Summary

GENERAL

Manage calendar
- Schedule meetings
- Fill out availability for requested meetings in a timely manner
- Block calendar for vacations, out-of-office meetings, grant writing, etc.
- Review double bookings and make adjustments based on Senior Director priorities
Coordinate Senior Director Meetings
- Ensure attendees are appropriate and calendar invites sent
- Meeting preparation, including gathering materials needed for the meeting beforehand and agenda items
- Create agendas and distribute them to attendees
- Minute taking for meetings requested by the Senior Director
  - Edit and review to ensure adequate information is provided before distribution
  - Complete within a timely fashion following the meeting
- Gather PowerPoints, run slides, and oversee logistics of these meetings (if requested)
- As needed: schedule rooms, set up Zoom links, order food, provide escort to the meeting room for guests (if needed)
Office Communication
- Send daily summaries/updates (if preferred by Sr. Director)
- Answer phones
- Serve as a coordination hub between offices and/or clinics
- Manage incoming and outgoing office mail and email-when requested
Welcome visitors for interviews or meetings, and manage office meeting start/end times and travel time between meetings
Outside Travel
- Arrange travel for the Senior Director, including meeting registration beforehand, flight and hotel bookings, itineraries, scheduling, and honoraria (if needed) and any out-of-pocket reimbursements
- As needed: arrange travel for guests, lab/research group staff, and seminar speakers
Letters of Support
- Assist the Senior Director in drafting/editing/submitting Letters of Support, Letters of Promotion, Letters of Recommend, etc. as needed
Research Newsletter
- Coordinate/compile information, organize and distribute the monthly (or bi-monthly) Senior Director of Research electronic newsletter
- Start the process one month prior to the letter distribution date
Assist with HCI events hosted by the Senior Director's office
- Including but not limited to recruitment visits, conferences, retreats, investigator meetings, seminar series, etc.
Complete specific administrative tasks as requested (i.e. make on-campus deliveries, help with presentations, professional writing assignments, etc.)
Manage MTAs, DTAs, etc. with U of U PIVOT office
Update Policies and Procedures with the appropriate guidance/oversight

Huntsman Cancer Institute is committed to cancer prevention, care, and survivorship for all communities within the area we serve - which includes Idaho, Montana, Nevada, Utah, and Wyoming - with impact worldwide.

In your cover letter or during your interview process, we invite you to share how your professional experiences have prepared you to serve as a member of our team as we work to reduce the cancer burden experienced by all people and communities. This may include description of your prior experiences related to research, prevention, clinical care, community engagement/outreach, training, administration, or other areas relevant to Huntsman Cancer Institute's mission and this position.

Responsibilities
CV/MBM/BIOSKETCH/TRAINING/OTHER SUPPORT

Mission Based Management (U-CV)
- Update profiles, funding, and publications or send information to a third party for updates
Biosketch and Other Support
- Update profiles, funding, and publications
- Work with assigned GMS and Senior Director to ensure accuracy

GRANTS
Under the supervision of an assigned Post Award GMS, assist with grants management

Pre-Award Grants
- Under the supervision of the Pre-Award GMS, gather and format documentation such as biosketch, other support, letters of support, cover letter
  Managers are NOT expected to write/create scientific documents
- Post-Award Grants
  - Works with GMS to ensure proper spending and reporting, by creating, monitoring, and maintaining budgets and reviewing progress reports. Conducts monthly meetings with the Post- ward GCO and Finance Manager to maintain proper compliance

FINANCE

With the help of the Finance Manager and the assigned Post Award GMS, assist PI with fiscal year budgets
Knowledge of all PI accounts status and awareness of the budget balance
Submit orders in the HCI purchasing system for review
Assure that all orders comply with HCI purchasing policies
Manage PI and lab/research group staff distributions as pertain to HCI accounts and HCI purview; facilitate applicable changes as approved by PI

HR/PAYROLL

Facilitate the hiring process through HCI Talent Office
- Schedule interviews and maintain documentation (visas go through Kelly South 5-7002 or Emily Edmonston 1-8876)
- Approve PI staff in Kronos, if due process is in place

EXPECTATIONS
BEHAVIOR

Positive attitude
Courteous
Respectful, helpful, supportive, accommodating
Professional
Mindful
Customer-service oriented
Punctuality/flexibility
- Be there when you say you will
- Be understanding/forgiving of others
Be a resource and be resourceful in solving issues
Language that is disparaging of others or not aligned with our values and mission is not acceptable
Ask for feedback to ensure accuracy and expectations are aligned

COMMUNICATION

Professional email
- Follow up and be specific with requests
- Clear and direct with expectations upfront
- Be concise
- Sensitivity is important
- Respond within 24 hours (even if that is just letting those know you received it)
- Be able to take information from a verbal discussion and accurately develop it into action items, then execute those tasks
- Follow instructions
- Be accurate with content, review before sending/doing
- Ask questions when unsure
- Take initiative on tasks and discuss with the Senior Director preferences/best practices

ORGANIZATION

Prioritize demands and tasks (ask Senior Director what takes priority if unsure)
Meeting materials are prepped according to the executive's preferences
Allow ample time for review/revisions of projects before their due dates
Stick to deadlines (even if self-imposed), unless notified otherwise (e.g. don't overpromise and under-deliver)
Record keeping
- All files must be stored on the network so others have access to your work in case you are unexpectedly out
Understand the job of the senior director well enough to manage the office (e.g. know who the lab investigators are, where they are, and generally how lab operations are managed at HCI)

TIME MANAGEMENT

Salaried, full time employees typically work 40-45 hours per week, averaging around 8 hours per day
Please establish and maintain a regular schedule
Be on time (5 minutes before start) to meetings
- If you are late, let those affected know in advance
Remote Work
- Must be approved and added to calendar in advance by your immediate supervisor and senior leader
- Telecommuting hours will reflect your regular work day and coincide with HCI typical business hours
- Can do full job at home (no need to print, escort visitors, etc.)
- In case of emergency, backup onsite and available to assist
- Home environment must be conducive to work with appropriate equipment and child-care
- This is a privilege and not guaranteed; remote work would be maximum of 1-2 days per week
Absences:
- Vacation time and personal preference should be requested at least two weeks in advance (ideally). Request includes approval from supervisor, executive and confirmed back-up coverage
- When sick please email, call or text supervisor and manager. Please also change voicemail and set out of office assistant
- When out of the office, update out-of-office email/voicemail to include
  - Dates you are out or when you will return
  - Who should be contacted in the event it cannot wait
General Guidance:
- Please adjust/accommodate to executive's schedule when necessary and possible (including work hours, meetings and time off)
- The primary job responsibilities as administrative support is to support the executive. This type of support (answering phones, facilitating/attending meetings, email management, communications, and presence in the office) is primarily done during normal business hours. If you are not able to work your normal set schedule during regular business hours, time cannot equally be made up outside of the regular office hours (7am-7pm) or on the weekends. Rare exceptions for projects and unique circumstances require prior written permission from both your supervisor and the executive you support.

You are a valued and critical part of Huntsman Cancer Institute. We want to support you and your Senior Leader in your roles and to feel great accomplishment and pride in the work you provide.

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 requiredNearly Continuously: Office environment.Physical Requirements and Level of Frequency that may be requiredNearly 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 area or equivalency (one year of education can be substituted for two years of related work experience). Four years of progressively more responsible management experience. Background knowledge of hiring department's area of specialization in order to analyze, plan and draw conclusions for recommendations to superiors. Demonstrated leadership skills in planning and directing employees and processes in order to effectively monitor and develop subordinates and to ensure the smooth operation of department. Completion of provided supervisory training within one year of employment may be required.

Master's degree in a related area may be preferred.

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

Preferences

Special Instructions

Requisition Number: PRN44213B
Full Time or Part Time? Full Time
Work Schedule Summary:
Department: 01214 - HCI Research Admin Dept
Location: Campus
Pay Rate Range: 39300 to 72700
Close Date: 3/6/2026
Open Until Filled:

To apply, visit https://utah.peopleadmin.com/postings/196250