Manager, Administrative

Details

Open Date 03/11/2026

Requisition Number PRN44457B

Job Title Manager, Administrative

Working Title Manager, Administrative

Career Progression Track E

Track Level

FLSA Code Administrative

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

VP Area President

Department 01214 - HCI Research Admin Dept

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 63000 - 68000

Close Date 03/31/2026

Priority Review Date (Note - Posting may close at any time)

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 letterManagers 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

• 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 required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly 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

Type Benefited Staff

Special Instructions Summary

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 all.

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.