Office Administrator - Career Service Exempt

Office Administrator - Career Service Exempt

FT / PT Status – Full-Time, 30 hours/week with benefits, potential to transition to 40 hours/week.
Benefits Eligibility – This position is eligible for a full benefits package.
Salary – $23.00 - $33.00 Hourly Wage
Remote Work / In-Office – Hybrid

Recruiter – Liz Vander Linden | evander@utah.gov | 801-957-7232
Application Deadline – 10/4/2026*

*This job posting may close at any time after the minimum advertising period of three (3) business days has passed, should a sufficient applicant pool be received. Applicants are encouraged to apply as early as possible.

Are you a proactive, detail-oriented professional who thrives in a dynamic, high-impact environment? Do you want your daily work to directly safeguard resources for Utah’s public schools and institutional trust beneficiaries?

At the Advocacy Office, we ensure the integrity and lasting impact of Utah's school and institutional trust lands. We are seeking an exceptional Office Administrator to serve as the administrative hub of our agency. In this newly designed position you will be the vital thread connecting our council members, state agencies, and key external stakeholders. If you are ready to bring organization, precision, and energy to a mission-driven team, this is your opportunity to work with purpose.

Key Responsibilities

Council & Beneficiary Coordination

• Serve as administrative support for council and stakeholder meetings, handling scheduling, meeting logistics, public reporting compliance, and the preparation, assembly, and distribution of materials.
• Research and respond to stakeholder requests.

Compliance & Program Support

• Manage documentation and compliance requirements with outside institutions and for the distribution compliance program.
• Collect, analyze, summarize, and review data to draft report findings.
• Coordinate program initiatives and special projects.

Executive & Team Support

• Standardize and maintain office workflows, project tracking systems, job duties, forms, and policy documentation.
• Manage, coordinate, and maintain calendars, appointment schedules, daily priorities, and internal/external meetings.
• Coordinate office events and oversee day-to-day office operations, including supplies, equipment, mail, and reception coverage.

Financial & Administrative Operations

• Serve as the primary contact and maintain effective working relationships with state agencies and external organizations, including finance, records, human resources, and technology.
• Reconcile credit card statements, receipts, and invoices, and process reimbursements, vendor payments, and financial transactions using state systems.
• Coordinate office travel in compliance with state policies, managing pre-approvals, bookings, itineraries, and post-travel expense reconciliations.

Communication Support

• Receive and screen incoming communications; draft responses, delegate action items to appropriate staff, and follow up to ensure timely resolution.
• Write, draft, format, and edit outgoing correspondence, presentation materials, and notices.
  Track relevant legislative developments, current events, industry updates, and social media related to the office.

Qualifications

• Experience: 3+ years of professional experience in administrative support or operational logistics.
• Technical Skills: Advanced proficiency in Microsoft 365 (Word, Excel, PowerPoint) and Google Workspace. Experience with state systems (FINET/Vantage, SAP Concur) and MONDAY.com is preferred.
• Core Strengths: Demonstrated ability to prioritize, manage complex schedules, and multitask seamlessly with frequent interruptions.
• Mindset: High degree of organization, detail orientation, strong work ethic, and the ability to work effectively both independently and collaboratively within a small team.

About the Role

Location –
310 S Main, STE 1275
Salt Lake City, Utah, 84101
United States
Background Check Required – No
Drug Test Required – No
Schedule Code – AC - Employees in Offices of Elected Officials

Why You Should Join Our Team
In Utah, we believe hard work is important, but balance is essential. Finding work/life balance is a vital element to our culture. To find out more about WHY Utah, click here. Other benefits may include:

• Job Stability: Enjoy the security and reliability of employment within a well-established organization.
• Career Growth: Develop valuable skills and gain opportunities for leadership within a large organization.
• Meaningful Work: Contribute to an important service that benefits the community and supports organizational goals.
• Supportive Work Environment: Be part of a team that values cooperation, strong work ethics, and mutual support.

The Agency
The Advocacy Office represents the twelve School and Institutional Trust Beneficiaries established in the Utah Enabling Act by advocating for their rights and interests. The office monitors trust system activities, facilitates communication, and provides guidance to safeguard trust integrity and ensure lasting impact for beneficiaries across the state. Learn more at advocacyoffice.utah.gov.

Supplemental Information

• Appointment Status: Incumbents placed in this title are appointed, non-classified, exempt from 67-19-12, required to be placed in a position schedule of AC (Employees in Offices of Elected Officials per 67-19-15), and serve at the discretion of the Director.
• Residency Requirement: Effective July 1, 2021, State of Utah employees must either reside in Utah or be in the process of relocating to Utah within 30 days of their start date.
• A position's eligibility for remote and/or hybrid work is established by agency management and is subject to change at their discretion, at any time and for any reason.
• Risks are typical of an office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
• Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving, etc. Special physical demands are not required to perform the work.

EEO Statement
The State of Utah is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. For accommodations, please contact (801) 957-9390.