Administrative Assistant

Announcement

Details

Open Date 06/26/2026 Requisition Number PRN17164N Job Title Administrative Assistant Working Title Academic Affairs Assistant Career Progression Track D Track Level L2 - Developing, L1 - Entry Level Pro FLSA Code Nonexempt Patient Sensitive Job Code? No Type Non Benefited Staff / Student Temporary? Yes Standard Hours per Week 40 Full Time or Part Time? Full Time Shift Day Work Schedule Summary

Temporary (6 months)

Is this a work study job? No VP Area President Department 01641 - University Asia Campus Location Campus City Incheon, South Korea Type of Recruitment External Posting Pay Rate Range 38,000-40,000 USD Close Date 07/12/2026 Priority Review Date (Note - Posting may close at any time) Job Summary

The Administrative Assistant in Academic Affairs is responsible for providing administrative assistance to all faculty members at the University of Utah Asia Campus (UAC). The position serves as a member of the Academic Affairs team, a division under the Chief Administrative Officer, and ensures that the needs of faculty members are met. This position reports to the Associate Dean of Faculty. This is a non-visa-sponsored position, and applicants must already have authorization to work in South Korea. As housing is not provided, only local candidates will be considered.

Responsibilities

Academic Administration

• Assign appropriate classrooms based on finalized class schedules and update information across EMS, CLSS, and prepare hardcopy timetables to post on each classroom door.
• Cross-check classroom arrangements with the Senior Specialist and intern students by visiting each classroom before the semester begins to ensure desks and chairs are set up to the maximum capacity.
• For courses or events that require IGC facilities (ESSF and ART classes), review and share the annual class schedules with IGCF in advance, submit the required application forms with official request letters, and ensure facility rental payments are completed before use.
• Coordinate logistics for course-related field trips, including researching and contacting venues, arranging transportation, and processing related expenses.

Textbook & Course Material Management

• Coordinate textbook and course material preparation each semester, including collecting faculty requests, placing vendor orders, verifying deliveries, and making payments.
• Calculate the textbook fee and report it to the Executive Director of Business Operations.
• Manage e-book and Inclusive Access (IA) Program set-up in collaboration with the main campus bookstore and publishers.
• Oversee textbook distribution for students
• Support faculty with access or integration issues related to IA or digital course materials.
• Inform students about textbook and lab kit fee waiver options, collect approved waiver information, and forward it to the designated Accountant for processing and fee adjustments.

Faculty Support

• Collaborate with HR and the Operations team to communicate housing arrangements and provide settlement information to newly hired international faculty.
• Prepare starter kits for faculty arriving from abroad, containing essential items to assist their initial settlement.
• Arrange and coordinate arrivals to provide logistical assistance to new or visiting (e.g., Summer) faculty from the main campus.
• Work with the Senior Specialist from the UAC Campus Operations to welcome new faculty; escort them to assigned housing and office, provide keys/access cards, and give a brief on-site orientation.
• Serve as the first point of contact for faculty inquiries and concerns; provide information or assistance when possible and refer to the appropriate personnel when necessary.

Event and Logistics Support

• Have regular event meetings to plan, coordinate, and support faculty and student events, working with UAC Operations, IT, and Student Affairs teams.
• Collaborate with the Senior Specialist of the Campus Operations team to hold regular weekly meetings with operation intern students, deliver event-related details, and provide training to ensure their readiness for event support for the following week.
• Manage EMS reservations by checking event requests regularly.
• Process event-related purchases and payments and ensure accurate financial tracking with proper receipts.
• Provide on-site support before or/and during the events to ensure smooth operations.
• Place and manage lunch orders for meetings, orientations, and events as needed.

Finance and Procurement Administration

• Collect, verify, and process invoices and e-tax invoices through ApprovalMax and Docswave.
• Purchase items requested and approved for faculty and department needs, ensuring proper documentation and budget tracking.

Other Administrative Duties

• Other duties assigned by the Associate Dean of Faculty.
• Translate Korean notices received from IGCF into English and share them with faculty to ensure clear and timely communication.
• Regularly collect mail delivered to the first-floor lobby and distribute it to the appropriate offices, including faculty and 8th-floor offices.

Minimum Qualifications

• Bachelor's degree in a related field.
• Minimum of one (1) year of office administrative experience or related customer services experience, preferably within the U.S. higher education system.
• Excellent interpersonal, written, and verbal communication skills.
• Language proficiency: English and Korean (written/spoken)
• Strong intercultural communication, critical thinking, organizational, and problem-solving skills.
• Ability to manage multiple priorities and work collaboratively in a dynamic environment.

Preferences Special Instructions Summary Additional Information

U Asia Campus is part of a multi-university campus in New Songdo City, Incheon, South Korea. The city has a well-established transportation network, including Incheon International Airport, which allows easy travel to international destinations, as well as a convenient subway to Seoul within an hour. U Asia Campus is recognized as a top global education hub in Northeast Asia and around the world, with access to the University of Utah's diverse faculty, staff, and creative academic culture at the Asia Campus. U Asia Campus hosts several undergraduate programs, including Computer Engineering, Electrical Engineering, Games, Communication, Film and Media Arts, Accounting, Information Systems, Psychology, and Urban Ecology. All non-language courses are conducted in English.

The most recent expansion to the U Asia Campus creates a unique faculty and student experience for multidisciplinary collaboration, technical leadership, teamwork, and creative excellence. As an international intellectual community, U Asia Campus welcomes outstanding global faculty who encourage diversity, openness, and creative learning and contribute diverse perspectives and experiences to the learning and research environment. Opportunities are available to collaborate with faculty at the main campus in Salt Lake City and utilize the University of Utah's resources. The position offers growth opportunities for promotion through academic ranks.

Applicants should submit a cover letter, CV, and a list of three references (sought after the initial screening). Individuals with diverse backgrounds, experiences, and ideas who embrace and value diversity and inclusivity are encouraged to apply. All qualified applicants will receive consideration without regard to race, national origin, disability, age, or other personal characteristics. Questions about the position may be directed to Human Resources at the Utah Asia Campus (UAC) at UAC.HR@umail.utah.edu.

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.

Additional information:

This position may require the successful completion of a criminal background check and/or drug screen. 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.

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

801-581-8365

oeo@utah.edu

Online reports may be submitted at oeo.utah.edu

For more information: https://www.utah.edu/nondiscrimination/

To inquire about this posting, email: UAC.HR@umail.utah.edu or call +82-32-626-6123(6197).

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)

• Yes

• No

• How many years of administrative experience in Higher Education do you have?

• Less than 1 year

• 1 year or more, but less than 2 years

• 2 years or more, but less than 4 years

• 4 years or more, but less than 6 years

• 6 years or more

Applicant Documents

Required Documents

• Cover Letter
• Resume

Optional Documents

• List of References