Job Information

University of Utah Administrative Assistant in Salt Lake City, Utah

Details

Open Date 02/05/2024

Requisition Number PRN37626B

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 through Friday, 8:00am to 5:00pm. Some earlier mornings and later evenings may be required.

VP Area U of U Health - Academics

Department 00931 - Ob/Gyn Research Network

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 15.19 to 26.73

Close Date

Open Until Filled Yes

Job Summary

Responsible for solving office problems such as payroll or accounts payable issues, solving staff and faculty problems or directing them to someone who can and supervisory and personnel issues. Plans and expedites the flow of work while ensuring the smooth operation of the office under the pressure of frequent interruptions and changes in priorities.

Responsibilities

  • ePayment Requests (ePR) for study participants, staff, and faculty

  • Submit within one week of receiving from coordinator

  • Creates monthly OGRN newsletter and sends outby first Friday of every month

  • PubMed publication tracking; update every 2-4 weeks
  • Prepares agendas for OGRN Admin meetings

  • Send email two days before meeting asking for agenda items

  • Send completed agenda on day of meeting by 9:00am
  • Gift card purchasing, tracking, and audits
  • Supply ordering (including gift cards)

  • Processed within 1-2 days of receiving from team member

  • Email confirmation once the item is ordered
  • Check confirmations every week for orders that are behind schedule or have not been delivered.
  • Update the team members as needed regarding the status of their order
  • P-Card reallocation; ensure everything is updated by the 1st of the month for the previous month
  • Travel booking and documentation for staff and faculty; to be booked within 1 week of receiving necessary information
  • Conference registration for staff and faculty; to bebooked within 1 week of receiving necessary information
  • Maintains Research website
  • Manages Kronos requests

  • Sends r eminders about pay period closing the day before

  • Reminder emails to staff the morning after pay period close to those who haven’t approved their time cards
  • Employee mileage reimbursements;EPR to be created/submitted within 1 week
  • Review and track employee trainings and certifications

  • Check and update every 2 weeks

  • Notify employees of upcoming trainings that are due
  • Screening reports
  • Completes deposits at Park Building during work hours in a timely and responsive manner
  • Office and lab supply ordering for OGRN ; to besubmitted within 1 week (or sooner)
  • Sort and distribute incoming packages and mailin a timely and responsive manner
  • Manage social media accounts

  • Handles payment twice monthly

  • Checks on active advertisements daily
  • Sets up new ads within a week of receipt of all pertinent information
  • Handles subscription payments as they come in
  • Provides effective and timely support to faculty members including calendar management, scheduling meetings, update CV’s, general support/requests
  • Checks RightFax for medical records or other incoming faxes daily
  • Ordering and tracking department keys
  • Catering for meetings
  • Surplus
  • Archiving
  • Phone lines, computers, technical support
  • Pagers
  • SmartWeb distribution lists

This job description 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.

Team Culture

  • Supports an inclusive, transparent and supportive work environment
  • Reliable, displays a positive attitude, does not engage in gossip, supports the team and is flexible
  • Communicates problems, issues and frustrations to supervisor and/or OB/ WCSL Leadership

University of Utah Health Benefits Package

University of Utah Health is proud to offer a generous benefits package! Our healthcare plans include medical and dental coverage, prescriptions, basic vision coverage, and behavior health benefits. Employees are eligible for a discount of up to $40 per month on their premiums for participating in our Well-U Wellness Program. Our retirement plan includes automatic enrollment into our University-funded 401(a) plan with a contribution rate of 14.2% ! Additional benefits include half-off tuition for employees, their spouses, and their dependent children, University-provided Part I life insurance, and discounts through many retail vendors who have teamed up with the University. Visit our Benefits website for more information at www.hr.utah.edu/benefits .

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.

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

Familiarity with the University of Utah purchasing, and travel protocols are strongly preferred. Expertise with Microsoft Office, especially Outlook, Word, and Excel. Prior experience working in a research administration office or with academic research or researchers.

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: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

https://safety.utah.edu/safetyreport 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.