Job Information

University of Utah Administrative Assistant in Salt Lake City, Utah


Open Date 09/20/2023

Requisition Number PRN36436B

Job Title Administrative Assistant

Working Title Administrative Assistant

Job Grade D

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Monday – Friday, 8am – 5pm

VP Area U of U Health - Academics

Department 00850 - Pediatric Critical Care

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 15.19 - 26.73

Close Date

Open Until Filled Yes

Job Summary

Job Summary:

The Division of Pediatric Critical Care at the University of Utah School of Medicine has an immediate opening for an Administrative Assistant. This is an exciting opportunity to serve as an Administrative Assistant for the Data Coordinating Center that supports research networks and projects, many NIH funded. This position will be part of an administrative team who supports high functioning, cutting edge network and teams that study, understand and improve multi-site translational research.


Essential Functions:

  • Provide administrative support to project and study teams in the DCC
  • Provide general office support, including greeting and directing visitors, handling incoming calls and processing mail
  • Schedule appointments, interviews and other meetings
  • Purchase and maintain office and lab supplies
  • Plan and organize department meetings within the office and at off-site locations
  • Prepare correspondence, including composing routine letters and memos
  • Set up and run Webinars
  • Minute and note-taker for internal and external meetings
  • Prepare travel arrangements, prepare and request travel reimbursements
  • Maintain budget reports, reconcile accounts and prepare expenditure statements
  • Create, distribute and monitor study reports
  • Create and distribute data surveys
  • Assist in collecting, organizing and analyzing data
  • Support in the creation and production of study guides, manuals, poster and meeting presentations
  • Support in creating, monitoring and maintaining annual reporting lists, i.e. manuscripts published and submitted, web-based products created, and presentations
  • Support in the creation and production of study guides, manuals, newsletters and patient study files
  • Provide onboarding and training assistance
  • Create, distribute and monitor study reports
  • Support in remote monitoring of sites and documentation


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

Associate degree in business or equivalency (one year of education can be substituted for two years of related work experience) and three years full-time secretarial experience required. Demonstrated human relations and effective written and verbal communication skills required. Knowledge of basic bookkeeping practices and direct supervisory experience preferred.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.



  • Strong coordination and organizational skills required to prioritize conflicting deadlines.
  • Excellent judgment, professional appearance and exceptional communication skills needed, as interaction with outside guests, physicians and other healthcare professionals.
  • Excellent organizational skills and attention to detail.
  • Proficiency in MS Word, MS Excel and MS Outlook.
  • The ability to quickly learn new technology.

Type 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.