Job Description

Job Summary
The Auxiliary Business Development office, although small in size, plays a pivotal role in supporting a wide array of initiatives across the University of Utah Campus. We coordinate both large and small-scale events, provide essential assistance for campus-wide programs like Employee Appreciation Day to department-specific efforts like collaborating closely with the Alumni Association to secure sponsorships and offer event support.
Furthermore, our office is entrusted with the management of all University of Utah trademarks, ensuring their proper and sustainable use. We are dedicated to upholding fair labor practices on a global scale while maximizing revenue for the university. Additionally, we are responsible for selling sponsorships, advertising space, and engaging in other corporate partnership activities to benefit the entire campus community. Effective communication is vital in our office as we diligently work to ensure that all departments and sponsors receive the value they expect.
As the Administrative Coordinator, you will play a pivotal role in providing crucial administrative support to the four branches of Auxiliary Business Development. Your responsibilities will encompass overseeing day-to-day bookkeeping, making prior experience in this area a necessity to provide optimal support to the team.
Responsibilities
DISCLAIMER
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.

Job Responsibilities
Expectations:
Represent the office in a professional manner to all constituents.
Oversees daily office operations.
Manages day-to-day purchasing and bookkeeping.
General Office:
Spearhead overall office operations, including office opening/closing procedures and ensuring appropriate access for staff and students.
Organize, maintain, and ensure the cleanliness of the office space.
Handle mail and package distribution.
Efficiently respond to phone calls and emails to assist staff and guests.
Offer administrative and physical support for office events and programs as required, including but not limited to:

Tailgates

Licensing, Sponsorship, Student Media, and Marketing Events

Pepsi Donations

Mascot Program

Coordinate usage and maintenance of fleet vehicles, trailers, and golf carts.
Facilitate weekly team meetings by generating agendas, leading meetings, taking minutes, and ensuring follow-through on discussed matters.
Compile and submit a weekly update to our AVP office as necessary.
Works on additional duties as assigned.
Financials:
Possess a minimum of two years of financial management and/or bookkeeping experience.
Collaborate closely with the Financial Manager to:

Manage and allocate all p-cards, ensuring proper documentation and adherence to purchasing policies.

Handle day-to-day purchases, invoice payments, and reimbursements.

Collect payments, prepare deposits, and provide assistance in preparing financial reports.

Undertake additional duties as assigned.
Student Media

Act as the Executive Secretary for the Student Media Council, including responsibilities such as creating agendas for monthly meetings, taking minutes, and scheduling interviews/Council meetings when required.

Provide valuable support to the Student Media Advisor in administering scholarships.

Coordinate student travel arrangements and diligently submit final travel reports and reimbursements.

We eagerly anticipate your addition to our team and the opportunity to work collaboratively towards achieving our department’s objectives.
Minimum Qualifications
Bachelor’s degree in a related field plus one year directly related experience or equivalency (one year of education can be substituted for two years of related work 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
2+ years of bookkeeping experience. The ideal candidate will have experience in collecting payments, preparing deposits, daily purchasing, and the ability to help prepare financial reports. Prior experience working with QuickBooks and university systems is a plus.
2+ years working in an office environment with experience supporting a busy team. Knowledge and experience with Microsoft Suite, Adobe, Kronos, PeopleSoft, and Concur are a plus.