Job Information

University of Utah Administrative Assistant in Salt Lake City, Utah

Details

Open Date 06/08/2022

Requisition Number PRN30883B

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, business hours. The anticipated work schedule Is 8:00 a.m. to 4:30 p.m.

VP Area U of U Health - Academics

Department 00852 - Pediatric Emergency Medicine

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $15.19 - $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, and supports two areas within the Department. This position will primarily provide support for the education programs within the Research Education Office. Secondarily, this position will support ad hoc administrative assistance for the Division of Pediatric Emergency Medicine (DoPEM) in its four-fold mission as clinical, academic, administrative and teaching faculty physicians. This dual-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.”

The University of Utah offers a comprehensive benefits package including:

  • Excellenthealth care coverage (https://www.hr.utah.edu/forms/lib/SummaryComparisonEmployeeHCP.pdf) at affordable rates
  • 14.2% retirement contributions (https://www.hr.utah.edu/benefits/retire\_401aPlan.php) that vest immediately
  • Generouspaid leave time (https://www.hr.utah.edu/benefits/paidLeave.php)
  • 10 paid Holidays per year
  • 50% tuition reduction (https://www.hr.utah.edu/benefits/tuition.php) for employee, spouse, and dependent children
  • Flex spending accounts (https://www.hr.utah.edu/benefits/fsa.php)
  • Free transit on most UTA services
  • Employee discounts on a variety of products and services including cell phones & plans, entertainment, health and fitness, restaurants, retail, and travel
  • Professional development opportunities

Additional benefits information is available at www.hr.utah.edu/benefits

Work Location

This position is based at the William’s Building in Research Park. After the training period is complete, opportunities for a hybrid telework schedule may be available if supported by operational needs.

Responsibilities

Essential Functions

Administrative Support:

  • Provides administrative assistance to Division Chief, faculty physicians, operations manager and program coordinators in the division by coordinating 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.
  • Answers phones and relays messages; greets and directs visitors in the office.
  • Provides administrative support to Research Education Office’s education program coordinators with travel coordination, purchasing, materials printing, and virtual or-person hosting needs for summer programs (including organization of catering for in-person program meetings).
  • Assists with design of research posters, brochures, and other printed material.
  • Provides administrative support for special projects as directed by Division Chief and/or managers.
  • Participates in coordination and maintenance of a clean and efficient office environment by helping organize the division’s office suite, storage space, phones, and office equipment.
  • Provides IT support for office staff and faculty by helping with troubleshooting error and connectivity problems, computer and printer set-up, and coordinating with Peds IT as needed.

Calendar and Schedule Coordination:

  • Provides calendar coordination for Research Education Office group meetings and special events.
  • As applicable, participate in virtual organization for summer program orientations and classes.

Team Player:

  • Demonstrates innovation and willingness to develop the position’s functions as needed against a changing 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 and Division.
  • Attends and participates in monthly division Career Development meetings.
  • Professionally navigates a changing virtual environment and is accountable to commitments, colleagues, and timeliness of work product.
  • 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, Adobe InDesign, cloud-based calendar systems, and internally-used products such as QGenda, UMS , CIS , and Canvas.

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.

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 (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.

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.

Preferences

Department Specific Preferences

  • Bachelor’s degree preferred.
  • Strong attention to detail, organization, and team coordination.
  • Excellent communication skills are essential, both verbal and written.
  • Excellent customer service skills.
  • Prior experience working in an academic medicine environment.
  • Working knowledge of medical terminology.
  • Strong computer skills with a working knowledge of word processing, database management, and spreadsheet (Excel) programs.
  • Experience using a Macintosh computer.

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.