Job Information

University of Utah Administrative Assistant in Salt Lake City, Utah


Open Date 07/14/2023

Requisition Number PRN35707B

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, 8:00 AM – 4:30 PM, with a 30-minute lunch. Flexibility in schedule is available depending on employee and division needs and will be determined with division manager.

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 $18.41 to $24.85

Close Date

Open Until Filled Yes

Job Summary

Job Summary:

The Department of Pediatrics has an immediate opening for an experienced, highly motivated Administrative Assistant to support the Pediatric Education Enterprise. This position provides administrative support to the Program Director and Division Manager, in their mission to train pediatricians for successful careers in general pediatrics and pediatric subspecialties.

The University of Utah offers a wellness program, great benefits package, and competitive salary commensurate with experience. Mutual respect and appreciation are highly valued within the Department of Pediatrics.

A skills assessment will be administered to measure written communication, attention to detail, critical thinking, and computer skills.

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 (
  • 11 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



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.

Essential Functions:

  • Provide fundamental administrative support to division: manage office communication functions (faxing, phone calls, scanning, mail, etc.), order office supplies, arrange conference travel, assist in renewing medical licenses and association memberships for faculty; maintain faculty CVs in the university’s unique system, act as a point person for internal and external colleagues.
  • Provide complex administrative support to the division manager: manage calendar, coordinating a very busy and diverse schedule; facilitate meetings, including preparing agendas and taking and distributing minutes; and most importantly, be able to anticipate manager’s needs and help with those needs wherever possible.
  • Assist in various administrative tasks essential to efficient program operations.
  • Process payment requests, travel reimbursements, campus orders, and purchase orders as necessary for residents, staff, and leadership. 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 as well as updating Book Funds or Grant trackers.
  • Assist in the creation and/or compilation of materials for academic work and educational requirements: national presentations, research manuscripts, CME reporting, etc.
  • Keep apprised of and assist in the implementation of university, department, and division policies and protocols.
  • Perform other related duties as assigned and participate in diverse administrative projects according to fluctuating division and department needs.
  • Demonstrate key professional competencies: proficient in latest versions of the Microsoft Office suite, with the capability to learn new software programs quickly; excellent interpersonal and communication skills, both oral and written; strong writing skills – must be in the habit of proofreading documents and emails for spelling, grammar, content, and clarity before disseminating; exceptional organization and time management skills with extreme attention to detail; capable of effectively managing multiple duties and competing deadlines with minimal supervision; comfortable taking direction from multiple supervisors; flexibility and willingness to help where needed.
  • Participate in diverse projects according to division and department needs.

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.



  • Previous experience working in an academic medical environment
  • Strong coordination and organizational skills are essential to prioritize conflicting deadlines
  • Advanced computer and office skills
  • Strong communication skills
  • Strong knowledge of word processing, database management, and spreadsheet (Excel) programs.

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)

383 University Street, Level 1 OEO Suite

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. 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.