Job Information

University of Utah Administrative Assistant in Salt Lake City, Utah


Open Date 04/20/2022

Requisition Number PRN30263B

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

Monday – Friday, 8:00 am – 4:30 pm. Occasional evening & weekend hours required. Regular work weeks are half time on site & half time working from home

VP Area U of U Health - Academics

Department 00944 - Pediatric Education

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $18.81 - $24.85

Close Date

Open Until Filled Yes

Job Summary

Job Summary

In collaboration with the Enterprise Manager, the Administrative Assistant helps plan, coordinate, and oversee the day-to-day education activities for undergraduate medical students rotating in the Department of Pediatrics, as well as graduate medical housestaff in our residency programs and subspecialty fellowships. Helps monitor and ensure compliance with program and University requirements, policies, and processes. Supports the overall administration and development of the Education Enterprise. Acts as a liaison between the Department of Pediatrics, School of Medicine, and Graduate Medical Education office.

The University of Utah offers a comprehensive benefits package including:

  • Excellenthealth care coverage ( at affordable rates
  • 14.2% retirement contributions (\_401aPlan.php) that vest immediately
  • Generouspaid leave time (
  • 10 paid Holidays per year
  • 50% tuition reduction ( for employee, spouse, and dependent children
  • Flex spending accounts (
  • 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


Essential Functions: Program Support

  • Provides administrative support for Program Director and Enterprise Manager. Works closely with administrative support team to advise housestaff, students, and others regarding program policies, goals, and related technical issues.
  • Administers day-to-day administrative support activities for both Undergraduate Medical Education ( UME ) and Graduate Medical Education ( GME ) to assess and prioritize administrative needs, and ensure appropriate and efficient allocation of resources for the UME / GME / ACGME program operations.
  • Helps plan and coordinate programs and new initiatives; monitor program/initiative progress, effectiveness, and success; keep apprised of and assist in the implementation of policies and protocols, including ACGME accreditation requirements.
  • Manages all areas of the residency/fellowship management program, MedHub, for evaluation, work hour, conference, and procedure tracking.
  • Processes house staff and student applications including communication, setting up interviews, arranging faculty contacts, managing all incoming supporting documents, and interfacing with the National Residency Matching Program.
  • Provides backup support to the residency, fellowship, and medical student program coordinators as needed.
  • Answers main education phone number, manages calls, and relays messages as needed.
  • Help schedule and coordinate meetings, seminars, and other program related functions.
  • Greets and directs all visitors in the office.
  • Participates in diverse administrative projects according to department needs.


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.



  • One+ years of experience supporting education activities for undergraduate medical students and graduate medical housestaff
  • Proficient in latest versions of Microsoft Office suite with the ability to learn new software programs quickly
  • Excellent interpersonal and communication skills, both oral and written
  • Capable of effectively managing multiple duties and competing deadlines with minimal supervision
  • Comfortable taking direction from multiple supervisors on a variety of projects
  • Exceptional organization and time management skills with extreme attention to detail
  • Flexibility and willingness to help where needed

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


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.