Job Information

University of Utah Administrative Assistant in Salt Lake City, Utah

Open Date 07/21/2021

Requisition Number PRN27032B

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, 8:00 AM to 5:00 PM.

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 to $24.85

Close Date

Open Until Filled Yes

Job Summary

The Emergency Medical Services ( EMS ) profession is changing and information is essential to good decision making. Be a catalyst for an Information-Driven Future! Join the National Emergency Medical Services Information Systems ( NEMSIS ) team and help to transform information into evidence-supported action. Provide administrative assistance for the NEMSIS Technical Assistance Center ( TAC ) activities and operations.

The NEMSIS Administrative Assistant plays a key role in the organization and coordination of administrative support activities of our team. They will focus on ensuring program goals and objectives are met in accordance with established criteria. This position requires strong communication skills, organization, attention to detail and the ability to maintain a high level of professionalism with local, state and federal partners.

The NEMSIS program is responsible for the collection, cleaning, storing and sharing of nationwide EMS data. By joining the TAC team, you assist local, state and national stakeholders in using that information to improve the EMS industry.

The University of Utah offers a comprehensive benefits package with excellent health care options, 14.2% retirement contributions that vest immediately, a variety of retirement plans, and generous paid leave time. Current benefits information is available at www.hr.utah.edu/benefits .

Responsibilities

1. Serves as an administrative contact for the NEMSIS TAC .

2. Manages calendar for the Program Manager (anticipates calendar needs and aids in meeting follow-up).

3. Schedules and coordinates large webinars, teleconferences, meetings, appointments and travel arrangements for NEMSIS Manager and Staff.

4. Prepares agendas, takes minutes and follows up on action items for weekly meetings and teleconferences.

5. Works closely with the Program Manager in completing all administrative requests including but not limited to corresponding with members of the Utah TAC team and taking care of their administrative needs.

6. Collects, organizes and analyzes data for specialized reports and processes research dataset requests.

7. Orders supplies and makes purchases that directly support NEMSIS TAC activities and operations as necessary through the use of the University of Utah Procurement Purchasing Card Program.

8. Coordinates the entry of Customer Service desk tickets (adds tickets to the system, assigns them to applicable staff for processing, and follows up on open tickets as needed).

9. Manages NEMSIS TAC’s generic e-mail account.

10. Assists with the implementation and documentation of NEMSIS TAC policies and procedures and aids in creating efficiencies.

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.

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 (2 years related work experience may be substituted for 1 year of education) 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.

Preferences

  • Bachelor’s degree preferred.
  • High proficiency in Microsoft Office Suite (Word, Outlook, Excel, and PowerPoint, MS Teams).
  • Demonstrable familiarity with Adobe PDFs and performing Doodle Polls.
  • Strong attention to detail, organization, and team coordination.
  • Ability to collaborate effectively and work as part of a team.
  • Excellent verbal and written communication skills.
  • Business writing, copy-edit, or proofing skills.
  • Advanced time management skills.
  • Able to maintain confidentiality of information received and reviewed.
  • Knowledge of or experience with healthcare or emergency medical services is also preferred.

Applicants will be screened according to preferences

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)

135 Park Building

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:employment@utah.edu (%20employment@utah.edu) 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.