Job Information

University of Utah Administrative Assistant in Salt Lake City, Utah

Open Date 06/15/2021

Requisition Number PRN26512B

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

Full-time, 40 hours per week. Monday – Friday, 8:00 a.m. – 5:00 p.m.

VP Area U of U Health - Academics

Department 00854 - Pediatric Genetics

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range $15.19 to $24.85

Close Date

Open Until Filled Yes

Job Summary

Provides complex administrative support for the Division of Medical Genetics in the Department of Pediatrics, University of Utah School of Medicine. Acts as a point of contact for the Division, interfacing with diverse groups of people in a pleasant, helpful, and professional manner. Responsible for effectively managing day-to-day activities of the Division and assisting with various operational needs.

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

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

This position is considered Category I: Mandatory and required on campus or health care facilities to support on-site operations. Employees hired into this category will be required to be physically located at the Williams Building if they are healthy and without COVID -19 symptoms.

Responsibilities

•Provide fundamental administrative support to the 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, manage calendars, obtain outside patient records, coordinate diverse schedules; facilitate meetings, including preparing agendas and taking and distributing minutes, be able to anticipate faculty members’ needs and help with those needs wherever possible.

•Process payment requests, travel reimbursements, campus orders, and purchase orders as necessary. 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.

•Assist in the creation and/or compilation of materials for academic work and educational requirements: national presentations, research manuscripts, CME reporting, etc.

•Assist in collecting and compiling monthly tracking data from various sources to be used for operational reports and quality improvement purposes.

•Keep apprised of and assist in the implementation of university, department, and division policies and protocols.

•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.

•Perform other related duties as assigned and participate in diverse administrative projects according to fluctuating division and department needs.

•This position is responsible for solving office problems such as payroll or accounts payable issues, solving staff, faculty and student problems or directing them to someone whom 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.

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.

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.

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

Preferences

•Proficient in latest versions of Microsoft Office, Visio, and Survey Monkey; ability to learn new software programs quickly.

•Demonstrate interpersonal and communication skills, both oral and written. Must be courteous and professional at all times.

•Strong writing skills. Must be in the habit of proofreading documents and emails for spelling, grammar, content, and clarity before disseminating.

•Capable of effectively managing multiple duties and competing deadlines with minimal supervision.

•Ability to think quickly, work independently, anticipate needs, and manage frequent interruptions in work flow.

•Exceptional organization and time management skills with extreme attention to detail.

•Ability to understand, interpret, and apply University and Departmental regulations.

•Flexibility and willingness to help whenever 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

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.