UMFA Events Assistant

UMFA Events Assistant

Salt Lake City, UT

Reqid: PRN46363B

Job Category: Nonexempt

Job Type: Full Time

Job Shift: Variable

Details

Open Date 09/30/2026

Requisition Number PRN46363B

Job Title Administrative Assistants

Working Title UMFA Events Assistant

Career Progression Track S00

Track Level S2 - Intermediate

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Variable

Work Schedule Summary

This position is 40 hours per week; office hours are mainly flexible and varied with events, which are based on bookings, and other staff schedules. This position will require weekends and occasionally require late nights and early mornings.

VP Area Academic Affairs

Department 00073 - Utah Museum of Fine Arts

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 19.15

Close Date 11/30/2026

Priority Review Date (Note - Posting may close at any time) 10/09/2026

Job Summary

The Utah Museum of Fine Arts ( UMFA ) at the University of Utah seeks a highly motivated, well-organized, and creatively minded professional to support the Events department while working closely with colleagues across the Museum in an energetic and collaborative environment.

The UMFA is the state and the University fine arts museum, serving as a vital cultural resource for Utah and the broader region. Established in 1914, the Museum stewards an encyclopedic collection of more than 22,000 objects representing 5,000 years of human creativity across the globe. Through its exhibitions, programs, and collections, the UMFA advances understanding of the visual arts and their role in shaping and reflecting the human experience.

As part of University of Utah, we offer an excellent comprehensive benefits package including: tuition reduction, health care, retirement (14.2% employer paid), paid holidays, vacation and sick leave.

The Events Assistant must enjoy working in a fast-paced environment, be proactive, detail oriented, dependable and able to work under pressure and with little supervision.

This role assists the Events Manager with all aspects of sales, contracting, planning, execution, and billing of UMFA internal and external events, which range from exhibition openings, membership events, meetings, and guest lectures to weddings and corporate events. Additional duties may include supporting the Accounting Manager with daily duties of tracking and reconciling all monies coming and going out of the Museum, along with other part-time clerks.

Responsibilities

• Oversees and executes various office tasks to ensure they are completed in an organized and timely manner, including:

• o Helps maintain general UMFA calendar by reviewing event requests, entering events on the calendar and cross-checking internal and external events calendars.

• o Create and track invoices, ensuring all event related payments are properly billed and received as well as all vendor payments are processed.

• o Answer event rental inquiries and questions related to past, future, and current events and payments (email and phone).

• o Initiate and track alcohol addendum forms and client contracts to obtain signatures and ensure approvals

• o Assist with closing cash registers daily and reconcile deposits from the front of house; verify daily transactions, create final reports, and solve any variances.

• o Assist with updating and reconciling in-house ledger using excel and monthly reports.

• o Assist with processing source documents; review for accuracy and completeness. Ensure compliance with State of Utah, University of Utah, and UMFA policies, procedures, and regulations.

• o Maintain filing system for accuracy, accessibility, and annual audits.

• o Place and track department office supply orders

• Lead and supervise staff during events when the Events Manager is unavailable, or as required as part of the team.

• o Help maintain event execution and staffing plans

• o Organize and facilitate proper set-up and take down of events

• o Manage basic A/V functions such as sound level checks, lighting changes, and media projection.

• o Ensure event spaces and surrounding areas are clean prior to and after events, which may include tasks such as sweeping, mopping, wiping down tables or windows, and removing waste.

• 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, II: Requires at least 1 year of related experience.

• Preferences

The ideal candidate will possess some or all the following interests, skills, and experience:

• o Excellent interpersonal skills

• o Working knowledge and experience running audio visual equipment.

• o Strong written and verbal skills

• o An aptitude for multi-tasking

• o A strong sense of integrity

• o The ability to learn and adapt quickly

• o The ability to successfully delegate tasks

• o A strong desire to create positive experiences for clients and visitors

• o Ability to safely carry up to 30 lbs.

• o Cash handling and accounting experience

• o Supervisory experience

• o Must be able to work nights and weekends

• o Previous experience in an events-related industry

• o Previous experience in a customer service capacity

• o Interests in the arts and/or working for a non-profit

• 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). 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 .

• 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.