Administrative Assistant Jobs at University of Utah with Visa Sponsorship
Administrative Assistant jobs at University of Utah span academic departments, research centers, and administrative offices across a large public research university. The university has an established process for sponsoring international employees in support functions, making it a viable target for visa holders seeking stable, institutional employment.
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Get Access To All JobsJob Title: Administrative Assistants
Working Title: Administrative Assistants
Career Progression Track: S00
Track Level: S4 - Highly Skilled, S3 - Skilled
FLSA Code: Nonexempt
Patient Sensitive Job Code?: Yes
Standard Hours per Week: 40
Full Time or Part Time?: Full Time
Shift: Day
Work Schedule Summary:
Full-time with benefits, 40 hrs/wk. Mon-Fri, 8:00 a.m. – 5:00 p.m. with a 30-minute break for lunch. Hours may vary based on operational needs. Opportunities for a hybrid telework schedule may be considered after the initial training period, provided the arrangement is supported by operational needs and individual performance. Telework arrangements are not guaranteed and may be modified or discontinued at any time based on business requirements or performance. Employees approved for hybrid telework must provide their own private workspace, secure internet connection, and demonstrate the ability to work independently.
VP Area: U of U Health - Academics
Department: 00848 - Pediatric Administration
Location: Campus
City: Salt Lake City, UT
Type of Recruitment: External Posting
Pay Rate Range: Depends on Experience
Close Date: 09/04/2026
Job Summary:
The Division of Administration has an immediate opening for an Administrative Assistant in the Department of Pediatrics at the University of Utah Spencer F Eccles School of Medicine. This position will serve as front desk support while also functioning as an administrative floater, providing short- and long-term coverage for other administrative staff during planned and unplanned absences across the department. This position will perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers.
This position is posted at multiple job levels. Each level has distinct qualifications and responsibilities, which will be evaluated during the selection process. Final placement, including the associated pay rate, will be determined based on business needs and budget considerations.
Department Summary:
The Department of Pediatrics is the second largest department in the University of Utah School of Medicine and one of the largest pediatric departments in the country. We are committed to improving the lives of children through excellence in advocacy, education, research, and clinical care. For more information about the Department of Pediatrics, please visit: http://medicine.utah.edu/pediatrics/. Mutual respect and appreciation are highly valued in the department.
The University of Utah offers a comprehensive benefits package including:
- Excellent health care coverage at affordable rates (see the Summary Comparison for more information)
- 14.2% retirement contributions
- Generous paid leave time
- 11 paid Holidays per year
- 50% tuition reduction for employees, spouses, and dependent children
- Flex spending accounts
- University provided basic employee life insurance coverage equal to a salary of up to $25,000
- Variety of elective insurance coverage, including life insurance, short and long-term disability, accidental death & dismemberment, accident, critical illness, hospital indemnity, and pet.
- Free transit on most UTA services
- Employee discounts on a variety of products and services, including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel
- Professional development opportunities
Additional benefits information is available at https://benefits.utah.edu/.
Employee Health Requirements:
This position is patient-sensitive and must fulfill all associated vaccination requirements, or be approved for an exemption, prior to the first day of work. We protect our patients, coworkers and community by requiring all patient-sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations.
Responsibilities
Essential Functions:
- Serves as a welcoming and respectful first point of contact for patients and staff.
- Resolves or directs inquiries from visitors, staff, and faculty.
- Maintains confidentiality and tact.
Financial & Purchasing Responsibilities:
- Process payment requests, travel reimbursements, campus orders, purchase orders, and other transactions in compliance with University and Department policies.
- Track financial expenses, reconcile supporting documents for accuracy, and ensure timely entry into the Pediatrics financial database.
- Assist with ongoing financial tracking, reporting, and basic budget support for department operations.
Data & Reporting Responsibilities:
- Collect, compile, and maintain monthly operational and clinical tracking data from various systems.
- Prepare summaries and provide accurate data for department operations, quality improvement initiatives, and leadership decision-making.
Policy, Compliance & Departmental Alignment:
- Stay current with University, Department, and Division policies and procedures; assist with their implementation and ensure consistent adherence.
- Support compliance needs related to CME, credentialing, academic activity reporting, and clinical documentation requirements.
General Administrative & Team Support:
- Provide back-up support to administrative counterparts within the Department of Pediatrics to ensure workflow continuity across divisions as needed.
- Participate in shared administrative projects across the Department, supporting initiatives based on shifting operational needs.
- Perform other duties as assigned.
Professional Competencies
- Demonstrate proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn new software applications.
- Exhibit excellent oral and written communication skills, strong proofreading and editing capabilities, and professional etiquette.
- Maintain exceptional organization, prioritization skills, accuracy, and attention to detail while managing multiple tasks and deadlines.
- Work effectively with minimal supervision, take directions from multiple supervisors, maintain flexibility, and contribute positively to team culture and division operations.
- Demonstrated human relation and effective communication skills.
The following job levels and associated pay rates will be considered based on job placement. Final placement, including the corresponding pay rate, will be determined by the department in alignment with business needs and budget considerations.
Administrative Assistants, III
Completes assignments with little supervision. May assist less-experienced team members. Requires 3+ years of related experience. This is a Skilled Level position in the Support track.
Job Code: SZ2733
Grade: S16
Expected Pay Range: $20.03 to $25.21
Administrative Assistants, IV
Highest-level support. Performs advanced tasks under minimal supervision. May mentor less-experienced team members. Requires 5+ years of related experience. This is a Highly Skilled Level position in the Support track.
Job Code: SZ2734
Grade: S18
Expected Pay Range: $23.15 to $29.13
Disclaimer:
This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It 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.
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:
Administrative Assistants, III: Requires 3+ years of related experience.
Administrative Assistants, IV: Requires 5+ years of related experience.
Preferences:
- Associate’s degree in business or equivalency.
- Three years full-time administrative experience.
Applicants will be screened according to 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 possess a strong commitment to improving access to higher education.
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.
Consistent with state and federal law, the University of Utah 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 Title IX (OEO). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utah Non-Discrimination page.
Online reports may be submitted at https://oeo.utah.edu.
https://publicsafety.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.
As per University of Utah policy 5-108: Transfer of Benefits Eligible Staff Members, a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period.
Job Title: Administrative Assistants
Working Title: Administrative Assistants
Career Progression Track: S00
Track Level: S4 - Highly Skilled, S3 - Skilled
FLSA Code: Nonexempt
Patient Sensitive Job Code?: Yes
Standard Hours per Week: 40
Full Time or Part Time?: Full Time
Shift: Day
Work Schedule Summary:
Full-time with benefits, 40 hrs/wk. Mon-Fri, 8:00 a.m. – 5:00 p.m. with a 30-minute break for lunch. Hours may vary based on operational needs. Opportunities for a hybrid telework schedule may be considered after the initial training period, provided the arrangement is supported by operational needs and individual performance. Telework arrangements are not guaranteed and may be modified or discontinued at any time based on business requirements or performance. Employees approved for hybrid telework must provide their own private workspace, secure internet connection, and demonstrate the ability to work independently.
VP Area: U of U Health - Academics
Department: 00848 - Pediatric Administration
Location: Campus
City: Salt Lake City, UT
Type of Recruitment: External Posting
Pay Rate Range: Depends on Experience
Close Date: 09/04/2026
Job Summary:
The Division of Administration has an immediate opening for an Administrative Assistant in the Department of Pediatrics at the University of Utah Spencer F Eccles School of Medicine. This position will serve as front desk support while also functioning as an administrative floater, providing short- and long-term coverage for other administrative staff during planned and unplanned absences across the department. This position will perform a variety of administrative support duties for an individual, group, or department to ensure office operations run smoothly and efficiently. Create and maintain files, compile reports, and manage, store, and disseminate information, ensuring security and compliance of information. Assist in planning department activities, manage meeting calendars, and make travel arrangements. Track expenses, monitor and order supplies, and schedule maintenance repairs. Remain knowledgeable of department policies. May make contacts of a sensitive, complex, and confidential nature. May work for one or several department professionals, division heads, officers, or managers.
This position is posted at multiple job levels. Each level has distinct qualifications and responsibilities, which will be evaluated during the selection process. Final placement, including the associated pay rate, will be determined based on business needs and budget considerations.
Department Summary:
The Department of Pediatrics is the second largest department in the University of Utah School of Medicine and one of the largest pediatric departments in the country. We are committed to improving the lives of children through excellence in advocacy, education, research, and clinical care. For more information about the Department of Pediatrics, please visit: http://medicine.utah.edu/pediatrics/. Mutual respect and appreciation are highly valued in the department.
The University of Utah offers a comprehensive benefits package including:
- Excellent health care coverage at affordable rates (see the Summary Comparison for more information)
- 14.2% retirement contributions
- Generous paid leave time
- 11 paid Holidays per year
- 50% tuition reduction for employees, spouses, and dependent children
- Flex spending accounts
- University provided basic employee life insurance coverage equal to a salary of up to $25,000
- Variety of elective insurance coverage, including life insurance, short and long-term disability, accidental death & dismemberment, accident, critical illness, hospital indemnity, and pet.
- Free transit on most UTA services
- Employee discounts on a variety of products and services, including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel
- Professional development opportunities
Additional benefits information is available at https://benefits.utah.edu/.
Employee Health Requirements:
This position is patient-sensitive and must fulfill all associated vaccination requirements, or be approved for an exemption, prior to the first day of work. We protect our patients, coworkers and community by requiring all patient-sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations.
Responsibilities
Essential Functions:
- Serves as a welcoming and respectful first point of contact for patients and staff.
- Resolves or directs inquiries from visitors, staff, and faculty.
- Maintains confidentiality and tact.
Financial & Purchasing Responsibilities:
- Process payment requests, travel reimbursements, campus orders, purchase orders, and other transactions in compliance with University and Department policies.
- Track financial expenses, reconcile supporting documents for accuracy, and ensure timely entry into the Pediatrics financial database.
- Assist with ongoing financial tracking, reporting, and basic budget support for department operations.
Data & Reporting Responsibilities:
- Collect, compile, and maintain monthly operational and clinical tracking data from various systems.
- Prepare summaries and provide accurate data for department operations, quality improvement initiatives, and leadership decision-making.
Policy, Compliance & Departmental Alignment:
- Stay current with University, Department, and Division policies and procedures; assist with their implementation and ensure consistent adherence.
- Support compliance needs related to CME, credentialing, academic activity reporting, and clinical documentation requirements.
General Administrative & Team Support:
- Provide back-up support to administrative counterparts within the Department of Pediatrics to ensure workflow continuity across divisions as needed.
- Participate in shared administrative projects across the Department, supporting initiatives based on shifting operational needs.
- Perform other duties as assigned.
Professional Competencies
- Demonstrate proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn new software applications.
- Exhibit excellent oral and written communication skills, strong proofreading and editing capabilities, and professional etiquette.
- Maintain exceptional organization, prioritization skills, accuracy, and attention to detail while managing multiple tasks and deadlines.
- Work effectively with minimal supervision, take directions from multiple supervisors, maintain flexibility, and contribute positively to team culture and division operations.
- Demonstrated human relation and effective communication skills.
The following job levels and associated pay rates will be considered based on job placement. Final placement, including the corresponding pay rate, will be determined by the department in alignment with business needs and budget considerations.
Administrative Assistants, III
Completes assignments with little supervision. May assist less-experienced team members. Requires 3+ years of related experience. This is a Skilled Level position in the Support track.
Job Code: SZ2733
Grade: S16
Expected Pay Range: $20.03 to $25.21
Administrative Assistants, IV
Highest-level support. Performs advanced tasks under minimal supervision. May mentor less-experienced team members. Requires 5+ years of related experience. This is a Highly Skilled Level position in the Support track.
Job Code: SZ2734
Grade: S18
Expected Pay Range: $23.15 to $29.13
Disclaimer:
This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It 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.
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:
Administrative Assistants, III: Requires 3+ years of related experience.
Administrative Assistants, IV: Requires 5+ years of related experience.
Preferences:
- Associate’s degree in business or equivalency.
- Three years full-time administrative experience.
Applicants will be screened according to 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 possess a strong commitment to improving access to higher education.
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.
Consistent with state and federal law, the University of Utah 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 Title IX (OEO). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at the: University of Utah Non-Discrimination page.
Online reports may be submitted at https://oeo.utah.edu.
https://publicsafety.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.
As per University of Utah policy 5-108: Transfer of Benefits Eligible Staff Members, a new hire to the University of Utah who is still serving a 12 month probationary period will not be hired into another University of Utah job (a transfer) until the successful completion of the probationary period.
Tips for Finding Administrative Assistant Jobs at University of Utah
Tailor your resume to university administrative roles
University administrative positions emphasize scheduling, budget tracking, and faculty support over corporate skills. Reframe your experience around academic calendar coordination, grant administration support, or departmental office management to match how University of Utah writes these job postings.
Target departments with high administrative turnover
Large research universities hire administrative staff continuously across colleges, medical centers, and research offices. Focus your search on high-volume units like the University of Utah Health system or its research administration offices, where open roles cycle regularly throughout the year.
Confirm your visa type fits the role before applying
Administrative Assistant roles typically qualify as specialty occupations only when degree requirements are clearly defined in the posting. Review each job description carefully and verify your visa category is supported before submitting, since H-1B eligibility for administrative roles can depend on specific credential requirements USCIS evaluates at the time of filing.
Ask HR about internal sponsorship workflows early
Public universities like University of Utah route visa sponsorship through a central international affairs or HR office, not individual hiring managers. Raising sponsorship in early conversations with HR, rather than after an offer, helps you avoid delays caused by internal approval chains you cannot see.
Prepare credential documentation before interviews
University employers frequently request official transcripts, credential evaluations, and degree equivalency letters during the hiring process. If your degree is from outside the United States, get a NACES-accredited evaluation completed in advance so it does not slow down a sponsorship filing after an offer is extended.
Use Migrate Mate to find open administrative roles
University of Utah posts administrative positions across multiple internal and external channels, making it easy to miss relevant openings. Use Migrate Mate to filter University of Utah jobs by visa type so you can focus only on roles that match your sponsorship situation.
Frequently Asked Questions
Does University of Utah sponsor H-1B visas for Administrative Assistants?
Yes, University of Utah sponsors H-1B visas for Administrative Assistant roles, though eligibility depends on how each position is defined. USCIS requires the role to qualify as a specialty occupation, meaning the job posting must specify a bachelor's degree or higher in a relevant field as a requirement. Roles with more general degree preferences may face additional scrutiny during the H-1B petition review.
How do I apply for Administrative Assistant jobs at University of Utah?
Applications are submitted through the University of Utah's official careers portal, where postings are listed by department and unit. Each posting has its own application requirements, but most ask for a resume, cover letter, and references. You can also use Migrate Mate to browse open Administrative Assistant roles at University of Utah filtered by the visa types you're eligible for, which saves time sorting through postings that don't support sponsorship.
Which visa types does University of Utah commonly use for Administrative Assistant roles?
University of Utah supports a range of visa categories for Administrative Assistant positions, including H-1B, E-3 visa for Australian citizens, TN visa for Canadian and Mexican nationals, and J-1 visa for qualifying exchange visitors. F-1 OPT and CPT holders in eligible fields can also work in these roles during their authorized period. The right visa type depends on your nationality, degree field, and the specific requirements outlined in the job posting.
What qualifications does University of Utah expect for Administrative Assistant positions?
Most Administrative Assistant postings at University of Utah require a bachelor's degree, though some positions in research or health administration units prefer degrees in business, communications, or a related field. Relevant experience in academic or institutional settings, proficiency with office software, and familiarity with scheduling and records management are commonly listed. Roles that involve grant or budget coordination may expect prior experience with university financial systems.
How do I handle visa sponsorship timing when applying to University of Utah?
University of Utah processes sponsorship through its central HR and international services office, which adds time between a job offer and your start date. For H-1B transfers from another employer, USCIS allows you to start working as soon as the new petition is filed, not after approval. For new H-1B petitions subject to the annual cap, timing matters significantly since cap-subject filings are only accepted in April with an October 1 start date at the earliest.