Coordinator, Personnel Administration

State of Utah

Under minimal supervision, provides complex administrative support in the areas of human resources, employee relations, staff administration, compliance, and record maintenance for the Department of Pediatrics consisting of approximately 400 faculty and 750 staff. Functions as a key member of the department’s centralized faculty and staff administration team, and acts as a catalyst between the Department and its customers and staff to ensure continuity and quality of service and care.
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. The Department is comprised of 22 medical divisions and programs operating in conjunction with four key enterprises: education, research, clinical, and academic. Divisions provide a full spectrum of specialty and subspecialty pediatric services for children throughout the Mountain West. For more information about the Department of Pediatrics, please visit:
The University of Utah offers a comprehensive benefits package including:
Excellent health care coverage at affordable rates
14.2% retirement contributions that vest immediately
Generous paid leave time
11 paid Holidays per year
50% tuition reduction for employee, spouse, and dependent children
Flex spending accounts
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

Essential Functions
Interprets and applies university and department policies to address and resolve complex employee relations issues. Advises and trains managers and supervisors in best employee relations practices and strategies for managing performance and/or behavior issues. Works with managers and the University Human Resource Management group to develop appropriate solutions and outcomes; assists with drafting employee relations documents; attends and participates in employee disciplinary meetings. Acts as a liaison between department managers and the University Human Resource Management group when addressing employee relations.
Facilitates and implements all phases of the staff recruitment process. Collaborates with department managers to identify appropriate job classifications and draft detailed and accurate job descriptions. Ensures positions are approved and supported by budget. Assists with job posting and advertisement processes. Collaborates with the hiring manager during the offer process, identifying and recommending salary ranges based on internal pay equity, incentives, start dates, and other pertinent details. Maintains accurate records of active job openings; manages internal and external job postings; records applicant workflow. Trains hiring managers on the university’s job posting and applicant tracking system.
Manages all aspects of the job reclassification process. Analyzes and evaluates requests for position reclassifications to determine if reclassification is supported by university and department guidelines. Ensures sufficient justification and appropriate documentation has been provided. Submits reclassification documents to the University Human Resource Management group for approval. Collaborates with manager during the reclassification process, identifying and recommending salary ranges and start dates. Ensures that salary ranges are supported by budget and internal pay equity.
Organizes, plans, and conducts new employee orientation for faculty and staff. Develops, maintains, and distributes orientation and onboarding materials utilizing a variety of media; ensures that training materials and programs are current, accurate, and effective.
Manages and maintains human resources information published on the department’s intranet. Ensures documents, links, and materials are accurate and current. Assists with creating department resource documents and forms to be uploaded to the intranet. Works with the department’s IT office to update information as needed.
Processes and tracks electronic personnel action forms for new hire and job reclassification actions.
Updates and maintains electronic files and tracking logs.
Provides administrative support for all team members as needed, which includes but is not limited to faculty and staff administration, human resources, provider credentialing and malpractice, academics, and other areas of Pediatric Administration.
Performs other related duties and ad hoc projects as assigned.

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.
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 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.

Department Preferences
Computer skills and proficiency in Microsoft Word, Excel, PowerPoint, and Outlook. Ability to learn new computer applications and programs with minimal training.
Advanced communication skills, both oral and written.
Previous experience managing and tracking complex processes and projects in a large organization.
Previous experience managing and processing employee relation concerns, which may include corrective action, performance management, policy violations, and involuntary termination.
Skilled in dealing with workplace behavior issues and practices.
Highly developed problem solving, investigative and analytical skills, resulting in strong ability to identify issues, write reports, and make recommendations.
Ability to provide coaching to individuals at all levels and influence as appropriate to ensure successful outcomes.
Exceptional interpersonal skills and ability to handle sensitive and difficult issues in a confidential manner.
Excellent organizational and time management skills with strong attention to detail. Ability to effectively manage multiple projects and competing deadlines.

Benefited Staff
Special Instructions Summary

Additional Information
The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.
Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are 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:

Director/ Title IX Coordinator
Office of Equal Opportunity and Affirmative Action ( OEO /AA)
383 University Street, Level 1 OEO Suite
Salt Lake City, UT 84112
Online reports may be submitted at
For more information:
To inquire about this posting, email: or call 801-581-2300.
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. 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.

Posting Specific Questions
Required fields are indicated with an asterisk (*).

* Do you have a related Bachelor’s degree or equivalency? (2 years related work experience may be substituted for 1 year of education)
* Indicate the number of years experience you have in coordinating program activities, developing and implementing program goals, creating financial reports, and/or editing promotional or educational materials:
No experience
Less than 1 year
1 year or more, but less than 2 years
2 year or more, but less than 4 years
4 years or more
* Indicate your level of expertise in MS Office (Word, Excel, PowerPoint, Outlook, etc.)
* How did you hear about this position? Please specify the name of the job board, community, education, government agency, search engine, etc. used to find out about this position.
(Open Ended Question)

Applicant Documents
Required Documents
Cover Letter
Optional Documents
Addendum to the University of Utah – Veteran Only – Call 801.581.2169 after submission
Appropriate discharge document (such as a DD-214 – Member Copy 4) – Veteran Only – Call 801.581.2169

Open Date

Requisition Number

Job Title
Coordinator, Administrative Program

Working Title
Coordinator, Personnel Administration

Job Grade


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