University of Utah Clinical Observation and Trainee Assistant in Salt Lake City, Utah


Open Date 08/28/2018

Requisition Number PRN18199B

Job Title Administrative Assistant

Working Title Clinical Observation and Trainee 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 a.m. – 4:30 p.m. Occasional weekend and after hours required.

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 $15.19 - $24.85

Close Date

Open Until Filled Yes

Job Summary

The Department of Pediatrics at the University of Utah School of Medicine has an immediate opening for an Administrative Assistant to facilitate the activities of clinical learners and observers in the Department of Pediatrics and participate in the fulfillment of department strategic goals. This position requires interfacing with diverse groups of people in a pleasant, helpful and professional manner. This position does not entail direct patient contact.

The University of Utah offers an exceptional benefits package and competitive salary commensurate with experience. Mutual respect and appreciation are highly valued within the Department of Pediatrics.


Clinical Trainee Integration Program Support (80%)

The Clinical Trainee Program Assistant is responsible for coordinating clinical observer and trainee rotations through the Department of Pediatrics. This includes students from all disciplines, such as medical, dental, pharmacy and nursing. This also includes facilitating pre-medical undergraduate student placement. Responsibilities include:

•Oversee day-to-day administrative support activities for the clinical learner programs; assess and prioritizes administrative needs to ensure the appropriate and efficient allocation of resources for the educational operations.

•Under the supervision of the Education Manager, develop and analyze workflow processes in observer and multidisciplinary education as well as identify, develop and implement program improvements and efficiencies, utilizing quality improvement methods to identify and mitigate barriers when instituting a new program and/or centralization effort.

•Use project management skills to plan and coordinate programs and new educational initiatives; monitors program/initiative progress, effectiveness and success; keep apprised of and assist in the implementation of policies and protocols, including affiliation agreements between institutions and educational programs for the entire Department of Pediatrics.

•Work closely with administrative representatives from designated schools and programs, as well as clinical managers, to ensure the necessary learner capacity is not exceeded in any one clinical location. In addition, work closely with University School of Medicine and Graduate Medical Education programs.

•Stay current on updates to clinical learner and observer requirements for the University of Utah, as well as Primary Children’s Hospital, to maintain program legal compliance; act as a liaison between several schools and the Department of Pediatrics; disseminate information, collaborate, and advise clinical administrators, faculty, and students to ensure continued accreditation of all education programs, patient safety, andHIPAAcompliance.

Educational Enterprise Programs Support (20%)

•Provide administrative support for program director(s) and Education Enterprise manager. Assists in the coordination of University Medical and Graduate Medical Education, when needed.

•Participate in diverse administrative projects according to department needs.

•Participate in monthly staff meetings and career development training.

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.


•Bachelor’s degree in related field or equivalency.

•Medical Education or academic experience.

•Proficient in latest versions of the 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 is an Affirmative Action/Equal Opportunity employer and is committed to diversity in its workforce. In compliance with applicable federal and state laws, University of Utah policy of equal employment opportunity prohibits discrimination on the basis of race or ethnicity, religion, color, national origin, sex, age, sexual orientation, gender identity/expression, veteran’s status, status as a qualified person with a disability, or genetic information. Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities, and protected veterans are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law.

To inquire about this posting, email: or call 801-581-2300. Reasonable accommodations in the application process will be provided to qualified individuals with disabilities. To request an accommodation or for further information about University AA/EO policies, please contact the Office of Equal Opportunity and Affirmative Action, 201 S. Presidents Cr., Rm 135, (801) 581-8365 (V/ TDD ), email: .

The University is a participating employer with Utah Retirement Systems (“URS”). To be eligible for retirement contributions, you must be hired into a benefit-eligible position. Certain new hires are automatically assigned to the URS retirement plan and other employees with prior URS service, may elect to enroll in the URS within 30 days of hire. Regardless of whether they are hired into a benefit-eligible position or not, individuals who previously retired and are receiving monthly retirement benefits from URS must notify the Benefits Department upon hire. Please contact Utah Retirement Systems at (801)366-7770 or (800)695-4877 or the University’s Benefits Department at (801)581-7447 for information.

This position may require the successful completion of a criminal background check and/or drug screen.