Job Information

University of Utah Administrative Assistant in Salt Lake City, Utah

Details

Open Date 11/17/2023

Requisition Number PRN36966B

Job Title Administrative Assistant

Working Title Administrative Assistant

Job Grade D

FLSA Code Nonexempt

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Day

Work Schedule Summary

Normal business hours, Monday – Friday, 8am-5pm.

While this position is primarily remote, there will be instances in which the incumbent will be required to go to our office downtown Salt Lake City.

VP Area U of U Health - Academics

Department 00209 - Univ Medical Billing - Oper

Location Other

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $22.00 - $24.00

Close Date

Open Until Filled No

Job Summary

As the Administrative Assistant at University Medical Billing ( UMB ), you will provide administrative support to UMB’s Executive Director and Leadership team. Duties include, but are not limited to, the scheduling of complex meetings with our customers – department administrators and physicians, coordinating travel, and departmental purchasing. The ideal candidate will adapt easily to change, be skilled in time-management and organization, and have proven experience in customer service and providing customer-centric solutions.

Employment is contingent on the successful completion of a background check and the adherence to departmental policies, including UMB’s Telecommuting Agreement which requires a distraction-free and HIPAA compliant workplace, cameras on for all virtual calls/meetings, and the ability to work during office hours or assigned shift (M-F, approximately 8am to 5pm Mountain Time). Additionally, new hires are required to provide their own monitors (two) and reliable internet service.

The stating salary for this position is $22-$24/hr, depending on experience. Members of UMB are eligible for a bonus based on department performance. All team members are eligible for the University’s comprehensive benefit package that includes 90% employer-paid medical insurance, a generous 14.2% retirement contribution, reduced tuition, PTO and holiday pay, and more!

Responsibilities

  1. Perform administrative matters regarding day-to-day operations and calendar of UMB’s senior leadership staff. Coordinate and schedule meeting requests and reschedules, meet with internal team to coordinate quarterly updates. Take meeting notes as requested, identify and calendar follow-up items.
  2. Provide administrative support and assistance to the Executive Director and/or other assigned senior leadership staff including drafting letters, preparing PowerPoints, reports, and other documents.
  3. Purchase supplies, coordinate invoice payment, and reimbursements. Organize invoices and receipts, and other departmental records. Monitors relevant expenditures to ensure limitations are not exceeded.
  4. Arrange travel and accommodations for executive management, processes travel reimbursements.
  5. Schedule and support execution of various office social events and activities (virtual and in person). Support conference planning and execution.
  6. As needed, assist in the development of departmental procedures and process improvement to ensure efficient operations and service. Review changes in university policy, federal regulations and contractual requirements and coordinates implementation procedures.
  7. Liaise with building management, respond to, and share information as needed.
  8. Cross-train other team members to ensure adequate back-up for duties.
  9. Perform additional duties as assigned by executives.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.

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.

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

Preferences

A successful candidate will also:

  • Have proven ability to plan and prioritize work to meet commitments. Keeps information organized and accessible; attentive to all areas/details of a project or task.
  • Have intermediate proficiency in Microsoft Office Suite (Outlook, Excel, SharePoint) required.
  • Have proven ability to proactively identify what needs to be done and take appropriate action/make decisions based on broad knowledge, facts, and perspective to keep the department moving forward.
  • Actively seeks and clearly conveys information to others (written or spoken communication).
  • Have proven customer service experience – the ability to build professional relationships through anticipating needs and providing prompt responses.
  • The ability to rebound from setbacks when facing difficult situations, and the ability to handle and manage crises effectively.
  • Experience working in a remote environment.

Type Benefited Staff

Special Instructions Summary

While UMB is a remote department and this role will be performed remotely, interested applicants should note the following:

  • This role is expected to work during UMB office hours which are Monday through Friday, 8am to 5pm Mountain Time.
  • The University of Utah is committed to providing jobs to individuals located in Utah, and sees remote roles like this as an opportunity to provide amazing employment opportunities to those living in remote areas of the state. As such, Utah-based applicants may be prioritized in the screening process.
  • At this time, the University of Utah is unable to employ individuals living in California, Colorado, New York, Oregon, or Washington.

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

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.

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.