Coordinator, Administrative Program Coordinator, Administrative Program

Department 00845 – Orientation and Transition Job Summary

The Office of Orientation & Transition assists new students and their families as they transition to the University through comprehensive programs that take place throughout the calendar year. These include Utah Bound Orientation, Swoop Camp Extended Orientation, Summer Send-Off, and more. To support these efforts, the Office of Orientation & Transition hires a Program Coordinator to coordinate and support the implementation of programming, provide administrative support for office leadership, and oversee the office and office assistants. This position reports to and assists the Director of Orientation & Transition.

The Program Coordinator works closely with incoming students, staff, and campus partners to provide support during Orientation & Transition office activities and will have many opportunities to learn about the different roles and departments within higher education.

Responsibilities

This position will be expected to work 40 hours per week and execute the following duties and responsibilities:

• Represent the Office of Orientation & Transition, the Division of Academic Affairs, Enrollment Management and the University of Utah with professionalism and good judgment.
• Supervise, train, and participate in hiring office student staff and interns.
• Manage office phones, emails, office supplies, and equipment and supplies inventory.
• Provide back up for front desk and general office support such as greeting and directing visitors, handling incoming calls and processing mail.
• Respond to day-to-day inquiries via oral and written communication with new students, parents, and other campus partners.
• Maintain and coordinate meetings, calendars, and phone calls. This may include development of meeting agendas, minutes, and task lists.
• Manage website support.
• Implement, supervise, and maintain quality programming as assigned by Director.
• Responsible for making decisions (in partnership with leadership team) related to programming in an effective and conscientious manner.
• Participate in implementation of Orientation (New Student and Guests) sessions for first year and transfer students each semester, helping welcome over 6,000 new students and over 3,000 family members to campus.
• Maintain accurate and detailed event records.
• Assist in preparing presentations, handouts, and related education materials for office programs.
• Assess and evaluate programs and events to identify improvements for future.
• Meet regularly with Orientation & Transition Director to ensure appropriate coordination and support.
• Communicate professionally and effectively with the Assistant Directors, Accountant and Orientation Team Leaders, and all other stakeholders.
• Work closely with the Assistant Directors to support their roles and programs.
• Support training for Orientation Leaders (OL Retreat & Intensive Training)
• Participate in cross training and professional development to maintain and grow skills.
• FERPA compliant and maintains integrity with student, staff, and program records.
• Must be proficient with Outlook calendar system and Microsoft Office.
• Make travel arrangements and completes travel reimbursements for departmental staff and visitors.
• Serve as a role model for student staff and incoming students.
• Other duties as assigned.

Minimum Qualifications

Bachelor’s degree (or equivalency) in a related field plus one year directly related experience or equivalency. 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.

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.)

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

Preferences 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.

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