Job Information

University of Utah Administrative Assistant in Salt Lake City, Utah


Open Date 11/10/2023

Requisition Number PRN36910B

Job Title PS Administrative Assistant

Working Title Administrative Assistant

Job Grade D

FLSA Code Nonexempt

Patient Sensitive Job Code? Yes

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Full time, 40 hours per week. Monday – Friday; 8:00 a.m. to 4:30 p.m.Opportunities for a hybrid telework schedule may be available if supported by operational needs.

VP Area U of U Health - Academics

Department 00848 - Pediatric Administration

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $18.41 to $24.85

Close Date

Open Until Filled Yes

Job Summary

Job Summary

This position provides administrative and logistical support within the Department of Pediatrics at the University of Utah School of Medicine. This position will provide support for the Department of Pediatrics clinical and teaching faculty physicians by providing scheduling, administrative, and coordinative support for those who hold Medical Directorship roles at associated hospital facilities as well as other subspecialty divisions as department needs dictate. This role will maintain compliance to a host of federal, university, department, and division rules and regulations and work in consideration of our mission: “Improving the lives of children through excellence in advocacy, education, research, and clinical care.”


Essential Job Responsibilities

Medical Directorship Administrative Support (55%):

  • Attend regularly scheduled meetings and take minutes. Work with Medical Director/s to track action items for meetings and provide structure for follow-up plan or ensure completion of follow-up.
  • Collect and track weekly quality-related documentation, ensuring document safety and following task-based status.
  • Work with Medical Director/s to develop and implement efficient surveys. Track results and create reports.
  • Collaborate with Medical Director/s to collect, track, validate and create reports concerning quality metrics. Develop efficiencies to meet objectives.
  • Develop systems to reduce redundancies, streamine and facilitate collaboration, and identify opportunities for further development.
  • Schedule for or maintain CME credit for appropriate meetings by working with institutional professional education groups.
  • Work with Medical Director/s on special projects as needed.

Calendar and Schedule Coordination (35%):

  • Provides administrative and meeting/calendar management for Department of Pediatrics University of Utah administrative faculty leaders with Medical Directorship roles at associated clinical facilities by coordinating meetings, securing meeting locations or virtual links, and ensuring calendar accuracy and continuity.

General (5%):

  • Provides administrative support by assisting in coordination of office procedures and processes to facilitate an effective and efficient office environment while maintaining compliance to a host of federal, university, department, and division rules and regulations.
  • Provides administrative support for correspondence by writing, reviewing, proofreading, updating, printing, and tracking correspondence.
  • Relays messages; greets and directs visitors in the office.
  • Participates in coordination and maintenance of a clean and efficient office environment by helping organize the office suite, storage space, phones, and office equipment.
  • Provides administrative support for special projects as directed by Administrative Manager or Medical Director leaders. Process payment requests, travel reimbursements, purchase orders as necessary. Track expenses and ensure all supporting financial documents are accurately completed and that information is entered into the Pediatrics financial database in a timely manner

Team Player (5%):

  • Demonstrates innovation and willingness to develop the position’s functions as needed against a changing faculty administrative environment.
  • Is a professional, friendly, helpful colleague within the Department and shows commitment to representing the University of Utah’s excellence when coordinating with those outside our institution.
  • Demonstrates initiative, flexibility, enthusiasm, positive attitude, teamwork and commitment to the fourfold mission of the Department.
  • Attends and participates in regular staff meetings.
  • Professionally navigates a changing virtual environment and is accountable to commitments, colleagues, and timeliness of work product.
  • Provide back-up support as needed as member of centralized administrative team.
  • Demonstrates a working knowledge of PC and Macintosh computers, including common software programs and applications, such as iCentra (Cerner EHR ), Microsoft Office Suite products (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, cloud-based calendar systems, and internally-used products such as QGenda, UMS , CIS , and Canvas.


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.

The staff member must be able to demonstrate the knowledge and skills necessary to provide care appropriate to the age of the patients served on his or her assigned unit. The individual must demonstrate knowledge of the principles of life span growth and development and the ability to assess data regarding the patient’s status and provide care as described in the department’s policies and procedures manual.

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.

This position is patient-sensitive and must fulfill all associated requirements. We protect our patients, coworkers and community by requiring all patient-sensitive employees to be immunized according to CDC standards and hospital policy. Limited exemptions may be made for documented medical contraindications or religious beliefs that object to vaccinations.

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



  • Demonstrated organizational, human relations, teamwork, customer service, and effective communication skills are essential.
  • Prefer candidate with a Bachelor’s degree and experience working in an academic medicine environment and with schedule coordination skills.
  • Strong computer skills with a working knowledge of calendaring systems, word processing, database management, and spreadsheet (Excel) programs.
  • Macintosh computer experience is helpful.

Applicants will be screened according to preferences.

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). 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.

The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.

All qualified individuals are strongly 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 ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at:

Online reports may be submitted at 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.